EUC Policy Procedure Manual-Final-23!01!22

EUC POLICIES AND PROCEDURES

MANUAL
January 2022

Table of Contents

1. Governance and Management 6
1.a Mission Development, Approval & Review ..................................................................... 6
1.b Organization Policy .......................................................................................................... 8
1.c Terms of Reference of Standing Committees ................................................................ 10
1.d Bylaws of the Governing Body ...................................................................................... 18
1.e Board Appointments, Terms of Office and Replacement ............................................. 28
1. Term and Manner of Election 28
2. Life and Ex‐Officio Trustees 28
3. Duties and Responsibilities of the Board of Trustees 29
4. Duties of the Officers and Appointees of the Board 29
5. Resignation and Removal 30
1.f Policy on Policy ............................................................................................................... 31
1.g Institutional Planning and Specific Plans for Community Engagement, Research and
Scholarly Activity and Sustainability Policy ......................................................................... 41
1.h Risk Management Policy ............................................................................................... 45
1.i Multiple Campus Coordination ...................................................................................... 72
1.j Campuses of UAE Institutions in Other Countries ......................................................... 73
1.k Branch Campuses of Foreign Institutions ...................................................................... 74
1.l Substantive Change at Program Level Policy ................................................................. 75
2. Quality Assurance 77
2.a Quality Assurance/ Institutional Effectiveness Policy ................................................... 77
3. Educational Programs 88
3.a Program Planning and Development Policy .................................................................. 88
3.b Program Specification Policy ......................................................................................... 92
3.c Undergraduate Completion Requirements Policy ......................................................... 94
3.d Graduate Completion Requirements Policy .................................................................. 95
3.e Course Substitution Policy ............................................................................................. 98
3.f Joint Degree Programs ................................................................................................... 99
3.g e‐Learning Policy.......................................................................................................... 100
3.h Additional Degree from The Same Institution ............................................................ 110
3.i Thesis Supervision and Examination Policy .................................................................. 111
3.j Academic Progress Policy ............................................................................................. 115
3.k Grading and Assessment Policy ................................................................................... 117
3.l Examination Policy ....................................................................................................... 131
EUC Policies and Procedures Manual /Page 2
3.m Curriculum Approval and Revision Policy .................................................................. 135
3.n Internship/Practicum Policy ........................................................................................ 138
3.o Teaching and Learning Methodologies Policy ............................................................. 139
3.p Course Syllabus Policy ................................................................................................. 143
3.q Course File Policy ......................................................................................................... 145
3.r Class Size Policy ............................................................................................................ 148
3.s Intensive Modes of Course Delivery Policy.................................................................. 152
3.t Academic Misconduct Policy ....................................................................................... 154
3.u Resident‐ Faculty Ratio Policy ..................................................................................... 161
3.v Direct Assessment Policy ............................................................................................. 163
3.w Independent Study Policy ........................................................................................... 181
3.z Remedial Courses Policy .............................................................................................. 184
3.za Procedure for Requestion Accommodations Due to Personal Concern for Students of
Determination ................................................................................................................... 185
4. Research and Scholarly Activities 189
4.a Research Support Policy .............................................................................................. 189
4.b Ethical Research Policy ................................................................................................ 192
4.c Student Involvement in Research Policy ..................................................................... 201
4.d Commercialization of Research Output Policy ............................................................ 204
4.e Research Policy ............................................................................................................ 206
4.f Research Strategy ......................................................................................................... 207
5. Faculty and Professional Staff 209
5.a Faculty and Professional Staff Role Policy ................................................................... 209
5.b Employment Policy ...................................................................................................... 214
5.c Compensation and Benefits Policy .............................................................................. 222
5.d Leave of Absence Policy .............................................................................................. 230
5.e Faculty/Staff Personnel Records Policy ....................................................................... 238
5.f Professional Development for Faculty and Staff Policy ............................................... 242
5.g Faculty Workload Policy .............................................................................................. 250
5.h Professional Requirements for Teaching Policy .......................................................... 254
5.i Faculty/ Staff Evaluation Policy .................................................................................... 261
5.j Nepotism / Employment of Relatives Policy ................................................................ 268
5.k Faculty/ Staff Discipline Policy ..................................................................................... 271
5.l Faculty and Professional Staff Appeals Policy .............................................................. 275
5.m Faculty and Professional Staff Grievance Policy ........................................................ 278
5.n Graduate Assistants ..................................................................................................... 281
5.o Credit Hour Translation Policy .................................................................................... 282
5.p Faculty Promotion Policy ............................................................................................. 284
5.q Staff Promotion Policy ................................................................................................. 289
6. Students 295
6.a Undergraduate Admissions ......................................................................................... 295
6.b Graduate Admissions Policy ........................................................................................ 296
6.c Transfer Admissions Policy .......................................................................................... 301
6.d Advanced Standing ...................................................................................................... 305
6.e Recognition of Prior Learning Policy ........................................................................... 306
6.f Student Records Policy ................................................................................................. 313
6.g Information Release Policy .......................................................................................... 317
6.h Degree Audit................................................................................................................ 323
6.i Grade Approval and Change Policy .............................................................................. 324
6.j Career Services Policy ................................................................................................... 327
6.k Residential Life ............................................................................................................. 329
6.l Student Finance Policy ................................................................................................. 330
6.m Student Discipline Policy ............................................................................................ 333
6.n Student Attendance Policy .......................................................................................... 340
6.o Gender Segregation ..................................................................................................... 347
6.p Student Activities Policy .............................................................................................. 348
6.q Student Council Policy ................................................................................................. 353
6.r Student Publications and Media Policy ....................................................................... 357
6.s Student Rights and Responsibilities Policy .................................................................. 359
6.t Student Counselling Policy ........................................................................................... 364
6.u Health Services Policy .................................................................................................. 367
6.v Academic Advising Policy ............................................................................................ 371
6.w Student Academic Integrity Policy ............................................................................. 381
6.x Student Appeals Policy ................................................................................................ 393
6.y Student Grievance Policy ............................................................................................. 398
6.z Alumni Relations .......................................................................................................... 404
6.za Student Scholarship and Financial Assistance Policy ................................................. 405
6.zb Procedure for the Certification of Graduates ............................................................ 413
7. Health, Safety and Environment 415
7.a Health and Safety Policy .............................................................................................. 415
7.b Hardware Replacement and Software Upgrade Policy ............................................... 439
7.c Data Security Policy ..................................................................................................... 443
7.d Policy on Appropriate Use of Technology Resources ................................................. 447
7.e Equipment and Software Technical Support Policy .................................................... 458
7.f Information, Communication and Technology (ICT) Policy ......................................... 461
7.g Waste Management Procedure .................................................................................. 463
7.h Procedure to Reduce Water & Energy Consumption ................................................. 473
8. Learning Resource Center 476
8.a LRC/Library Policy ........................................................................................................ 476
9. Fiscal Resources, Financial Management and Budgeting 480
9.a Internal Audit Policy .................................................................................................... 480
9.b External Audit Policy ................................................................................................... 482
9.c Budgeting Policy .......................................................................................................... 483
9.d Financial Policy ............................................................................................................ 484
9.e Purchasing and Inventory Control Policy .................................................................... 488
9.f Cash Management Policy ............................................................................................. 489
9.g Financial Risk Management Policy .............................................................................. 490
9.h Auxiliary Enterprises Policy ......................................................................................... 491
9.i Refund Policy ................................................................................................................ 493
10. Legal Compliance and Public Disclosure 495
10.a Conflict of Interest Policy .......................................................................................... 495
10.b Anti‐Corruption and Bribery Policy ........................................................................... 500
10.c Copyright and Intellectual Property Policy ................................................................ 505
10.d Teach Out Policy ........................................................................................................ 509
10.e Publications Policy ..................................................................................................... 513
10.f Institutional Relations Policy ...................................................................................... 516
10.g Co‐operative Agreements and Contractual Relationships Policy ............................. 519
10.h Website Policy ........................................................................................................... 524
11. Community Engagement 529
11.a Community Engagement Policy ................................................................................ 529
11.b Community Advisory Board Policy ............................................................................ 533
11.c Continuous Education and Lifelong Learning Policy .................................................. 534

1. Governance and Management

POLICY #: GM01APO1
CAA Standard:
CAA Standard 2019 Annex 3 (1a)
Responsible:
1.a Mission Development, Approval & Review Board of Trustees
Cross Reference: PPM

Purpose:
This policy establishes the strategy for the development and regular review of the Vision,
Mission and Goal statements of European University College (EUC).

Applicability:
This policy applies to all EUC students, faculty and staff and its external stakeholder, where
applicable.

Definitions and Abbreviations:
Vision – is a statement of the aspiration of EUC to become in the future.
Mission – is a broad statement of how EUC will achieve its vision.
Goal – is a more specific statement and defines the conditions to be achieved in the succeeding
years. This must be aligned with the vision and mission and strategic plans of EUC.

Policy:

EUC has developed a vision statement that articulates the long‐term aspirations of the
institution.

EUC has a mission statement that:
● describes the institution accurately, including its distinguishing characteristics, the
students and other stakeholders it seeks to serve, and its relationship to the wider
community;
● is approved by the governing body;
● is periodically re‐evaluated to assess its currency and its usefulness in providing overall
institutional direction;
● provides overall direction to institutional planning;
● is widely disseminated to the institution’s constituencies;

EUC’s institutional objectives are derived from our institutional goals and are measurable.

The approved vision and mission statements, institutional goals and institutional objectives are
included in appropriate publications of the University and on the EUC website.

EUC ensures that it involves its relevant internal and external stakeholders in the review of its
mission statement.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date:________________

Review Log:
Version
Approved by/Date of Approval Changes/Amendments
Number
Version 1 Board of Trustees/ 02 January 2022 Initial


POLICY #: GM01BPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1b)
Responsible:
Board of Trustees, Chief Executive
1.b Organization Policy Officer
Cross Reference: Catalogue, Faculty
Manual, Staff Manual, PPM; QA
Manual

Purpose:
To ensure that the European University College (EUC) organizational structure is visually
represented and depicted in an appropriate manner that portrays clear lines of relationship
among the different levels of hierarchy.

Applicability:
This policy applies to all EUC students, faculty and staff and its external stakeholder, where
applicable.

None

Policy:
European University College (EUC) has an organization that is sufficient in number and employs
appropriately qualified faculty, administrative staff, and technical staff to meet all requirements
of its programs, services, and activities which support the achievement of its mission, and
facilitates its effective and efficient operation in line with its institutional vision.
The University organization is demonstrated in an organization chart that clearly represents
current lines of authority and institutional relationships and is published in appropriate
documents and on the EUC website.

For any significant changes in the University organization, EUC will refer to the Commission on
Academic Accreditation (CAA) for approval in accordance with the CAA Standard 2019, Annex 1:
Substantive Change at Institutional Level.


Approval:
Approved by: Board of Trustees | Signature: _________________| Date:___________________

Review Log:

Version
Number

POLICY #: GM01CPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1c)
Responsible:
Officer
1.c Terms of Reference of Standing Committees Cross Reference: PPM

Academic Council

Purpose:
A higher education institution should have a medium for deliberating academic matters for
quality toward mission fulfilment through systematic planning and action. In this regard, the
Academic Council makes recommendations for the planning and development of EUC academic
programs and monitoring and maintaining the quality of all educational programs and academic
standards.
Scope:
The Academic Council represents and covers the program and any other academic‐related units.
It makes recommendations to the CEO on academic curriculum, faculty, and other academic
issues for further discussion, approval, and action.
Meeting Frequency:
Four meetings per academic year. At the beginning and the end of each semester.
Responsibilities:
The AC Committee:
1. Recommends to the CEO regarding the future actions for all academic programs;
2. Reviews all proposed academic policies and procedures and recommends them to the
CEO for further action.
3. Reviews the findings to improve student learning outcomes for each academic program
and makes recommendations for future implementation.
4. Reviews the findings and makes recommendations on academic support services to
improve student success;
5. Prepares and submits an annual assessment, evaluation, and improvement report to the
CEO.
Membership:
● Program Director (Chair)
● Director of Student and Alumni Services (Member)
● Director of QA (Member)
● Three faculty members (Member)
● Quality Assurance Manager (Recording Secretary)
Health, Safety & Environment Committee

Purpose:
The HSE Committee shall review the policies, procedures, and guidelines related to the health
and safety hazards, emergency management organizes training for competency and
performance measurement for continual improvement at EUC and provide recommendations
for subsequent actions. The committee shall set guidelines to promote cooperation and
coordination among employees, staff, and students of the College and serve as a link to address
health and safety concerns, advise on measures to ensure the wellbeing of employees and
students, promote and advocate best practices. The Health, Safety and Environment Committee
will also review the established communication protocols between employees and management
to achieve an adequate occupational health safety and environment management system and
suggest improvements.

Scope:
The committee collaborates among all employees, staff, students, and visitors and addresses
their concerns. The committee convenes to discuss all issues, provide solutions within the
campus, and cognizance over the college community.

Meeting Frequency:
Three meetings per academic year
Responsibilities:
The HSE Committee:
1. Conduct an annual review of the Occupational Health Safety & Environment
Management System (OHSE MS) and other HSE guidelines implemented in the College.
2. The committee shall review accident and incident data and evaluate ways to improve
safety conditions, including corrective and preventive actions.
3. The committee shall review the health and safety training in the College that ensures
awareness and competency of personnel in charge of identifying hazards, firefighting and
first aid, induction of new employees and staff training, and make recommendations to
utilize international standards and best practices.
4. The committee shall review and ensure the development of health and safety rules,
procedures, and regulations that comply with the current standards, regulations, and
local legislations implemented in the United Arab Emirates.
5. The committee shall review and evaluate corrective and preventive actions
recommended during an investigation conducted by the HSE Officer concerning incidents
within the College and recommend improvements.
Memberships:
● Dental Auxiliary Supervisor (Chair}
● Facility Manager (Member)
● QA Manager (member)
● Faculty Member (member)

Research Committee
Purpose:
The Research Committee serves as a liaison between persons engaged in research and the
administration of the College.
Scope:
The scope of the Research Committee is to collaborate and coordinate with the college faculty to
ensure that the institution has an appropriate research strategy aligned with the College's
Strategic Goals and objectives.
Meeting Frequency:
Two meetings per academic year. At the beginning and the end of each semester.
Responsibilities:
The Research Committee:
1. To advise the CEO on implementing administrative programs and policies instituted for the
support of research.
2. To receive and disseminate information from the CEO's Office on issues that impact
research.
3. To serve as a forum to discuss improvement and expansion of research activity.
4. To communicate needs or problems related to research and the research environment to the
Chief Executive Officer's Office.
5. To make recommendations for coordinating programs to enhance research and the research
environment.
6. To make recommendations for coordinating activities with other committees involved with
research.
7. To promote the dissemination of information regarding research at the School.
8. To promote collaborative research.
9. To review and approve EUC research for ethics and protection of subjects as the EUC
Institutional Review Board (IRB).
10. To review and recommend on the matters related to research ethics.

Membership:
1. Faculty/ Community Engagement Coordinator (Chair)
2. Program Director (Member)
3. Three faculty members (Member)

Quality Assurance Committee

Purpose:
The Quality Assurance Committee's responsibility is to sustain an ongoing College‐wide effort for
quality assurance and institutional effectiveness. This committee will lead, oversee, and
coordinate all administrative and academic units' performances and assess their achievements
toward the institutional mission.
Scope:
The Quality Assurance Committee is responsible for monitoring, reviewing, and providing
feedback on the institution's compliance with the requirements of the College QA Manual. The
committee is headed by the QA Director and composed of members from various academic and
non‐academic units who will collaborate with unit heads to review, analyse, and assess results,
documents, and reports, and circulate information and data to decision‐makers.
Meeting Frequency:
Two meetings per academic year.
Responsibilities:
The Quality Assurance Committee:
● Review, approve and recommend the relevant policies and procedures for subsequent
actions.
● Ensure that the planning units' activities align with the institutional planning processes
through regular annual review and assessment of the planning reports and
achievements.
● Conduct workshops and provide training sessions to faculty and staff members on new
and revised policies, procedures, and compliance standards.
● Recommend systematic technology‐based solutions to enhance the institutional
effectiveness processes.
● Review the existing system to demonstrate the quality of the academic programs and
suggest recommendations for improvement.
● Review standard operating documents and manuals to provide suggestions for
improvement.
Membership
1. Director of QA (Chair)
2. Program Director (Member)
3. QA Manager (Member)
4. QA Officer (Member)
5. Faculty Member (Member)
6. Staff Member (Member)

Academic Calendar Committee

Purpose:
The Academic Calendar committee's primary responsibility is to plan the dates of instructional
periods as to the date of beginning and end of each semester, examination periods, and identify
the institutional holidays, events, and activities happening across the College. The Calendar
serves as a reference to students, faculty, and other stakeholders to provide the necessary
information to plan their academic year.
Scope:
The Academic Calendar Committee shall meet a minimum once a year to establish a
comprehensive calendar of activities and events at least a year in advance. Additional meetings
can be called by the Chair as needed

Meeting Frequency:
Once a year
Responsibilities:
The Academic Calendar Committee:
1. Set the academic dates of instructional periods, examinations, and related dates to the
admission and registration
2. Ensures that the official dates of public holidays are part of the Calendar.
3. Ensures the Academic Calendar is published in all the college publications and
platforms
Membership
● Director of Student and Alumni Services (Chair)
● Registrar (Member)
● Community Engagement Coordinator (Member)

IT Committee

Purpose:
The committee assesses the technological needs of college departments in order to align them
with their annual planning objectives and makes recommendations to the relevant academic and
administrative support units in order to ensure the effective and efficient use of technology for
all college stakeholders (Faculty, Students, Staff, and visitors).
Scope:
The committee is comprised of representatives from the faculty, staff, and students. The efforts
of the committee benefit all college stakeholders. The committee's role is to identify gaps and
recommend technological needs and best practices in line with compliance standards and
college strategic objectives.
Meeting Frequency:
Two meetings per academic year
Responsibilities:
The IT Committee:
● Reviews all information technology‐related initiatives and provide recommendations
regarding the compliance and financial implications for implementation and in alignment
with the university mission
● Seeks feedback regarding the information technology services provided, analyses the
responses and proposes improvement.
● Identifies and evaluates current best practices and innovative ideas and proposes
adaptation to the administrative Council.
● Conducts a gap analysis for the training needs in information technology and
recommends appropriate actions for workshops and training sessions.
● Recommends training and workshops to the university stakeholders for the newly
adapted technology.
Membership:
● IT Manager (Chair)
● Faculty member (Member)
● Quality Assurance Manager (Member)
● Community Engagement Coordinator (Member)

MS‐ODO Program Advisory Council

Purpose:
All academic programs aim to provide appropriate educational opportunities for the students to
enhance their employability. It helps if an advisory body is available to independently review
various aspects of the program and suggest revisions and improvements. With this in mind, EUC
maintains an advisory council for its MS ODO program.
Scope:
The Master of Science in Orthodontics and Dentofacial Orthopaedics Advisory Council comprises
persons who broadly represent the demographics, including ethnic and gender diversity, of the
occupational field in all business community sectors within the College's service area. Members
are well informed about the knowledge, skills, and abilities required for the occupation to
provide information and guidance.
This Council shall review and recommend changes in the academic programs, monitor and
stimulate improvement in the university's academic quality and student environment, and
recommend actions to the Program Director.
Meeting Frequency:
Responsibilities:
The Advisory Council:
1. Reviews the curriculum and recommends necessary revisions to strengthen the program.
2. Assists EUC with program review.
3. Assists EUC with student recruitment and placement.
4. Guides efforts relating to community engagement.
5. Recommends topics and skills for staff development.
Membership:
The Master of Science in Orthodontics and Dentofacial Orthopedics Advisory Council consist of
voting and non‐voting members. The voting members of the Council are business and medical
representatives from private and public sectors, higher education institutional partners, and
current or former students. Non‐voting members include the EUC Program Director and faculty.
 Program Director (Chair)
 3 Program Faculty (Member)
 3 Representative from the Field of Study (Member)

Institutional Strategic Advisory Council

Purpose:
The purpose of this council is to make recommendations on EUE Strategic Goals and
developmental possibilities related to the College Strategic priorities and relevant activities.
Recommendations made by the Council are expected to be in the best interest of the College
and the fulfilment of its Strategic Goals through which its mission is operationalized.
Scope:
The Institutional Strategic Advisory Council consists of prominent representatives of the
governmental, private, and higher education sectors in the UAE. The Council assist the institution
by providing advice and direction on matters related to strategic development initiatives.
Meeting Frequency:
Responsibilities:
The Advisory Council:
1. Reviews the College’s goals, mission, and ongoing activities and recommends institutional
strategic initiatives.
2. Proposes strategic initiatives in alignment with the institution key issues, options and
developments.
3. Seeks and catalogs regular inputs from its external stakeholders to facilitate strategic
initiatives.
4. Suggests new programs, specializations, and tracks that are needed in the industry
5. Recommends plausible strategic initiatives to the CEO.
Membership:
The Institutional Strategic Advisory Council consists of voting and non‐voting members. The
voting members of the Council are three professional leaders from a pool of business and
medical industries from private and public sectors, higher education institutional partners, and
alumni. Non‐voting, ex‐officio members include at least three members made of the EUC
administrators and Program Directors.
Approval:
Approved by: Board of Trustees | Signature: _________________| Date:__________________

Review Log:
Version
Number
Version 1 Dean/ 02 February 2019 Initial
Version 2 Board of Trustees/02 January 2022


POLICY #: GM01BDPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1d)
Responsible:
1.d Bylaws of the Governing Body Board of Trustees

Bylaws Table of Contents
ARTICLE I: INSTITUTIONAL DETAILS
ARTICLE II: MEETINGS
ARTICLE III: ORDER OF BUSINESS
ARTICLE IV: RULE OF ORDER 6
ARTICLE V: STANDING COMMITTEES OF THE BOARD
ARTICLE VI: ACADEMIC AFFAIRS COMMITTEE
ARTICLE VII: FIDUCIARY COMMITTEE
ARTICLE VIII: GOVERNANCE COMMITTEE
ARTICLE IX: CONFLICTS OF INTEREST
Article X. OPERATIONAL EXPECTATIONS
Article XI. AMENDMENT 9

ARTICLE 1: Institutional Details

1. Name
The name of the institution shall be European University College henceforth referred as EUC.

2. Location
European University College
Dubai Health Care City
Ibn Sina Bldg (No. 27)
3rd Floor, Block D – Room 302

3. Status
EUC is private for‐profit higher education institution.

4. Governance
The EUC will be governed by the Board of Trustees with specific authority as outlined in these
bylaws. These bylaws have been written to provide guidance to the members of the board about
the conduct of all meetings of the board.

5. Vision
The vision of European University College (EUC) continues to be a leading dental postgraduate
institute regionally, nationally and internationally.

6. Mission
The three pillars of EUC mission remain constant as follows:
1) Excellence in teaching and learning,
2) excellence in civic engagement, and
3) Provision of a high‐quality research environment.

Each of the above pillars is characterized by:
1) Collaboration within and across disciplines and with the community,
2) A commitment to ensuring diversity, and
3) Pursuit of best practices.

EUC will continue to provide a continuum of high quality, cost effective educational and clinical
healthcare services to those served while maintaining best practices. EUC will maintain its
position as a leader in dental education and healthcare by proactively adjusting to changes in the
healthcare industry.

ARTICLE 2: Membership and Election
In accordance with the provisions of the By‐Laws, the Board of Trustees shall consist of not fewer
than five but not more than 10 members.

1. Term and Manner of Election
a. The term of office of the Board of Trustees shall be for three years.
b. The Board of Trustees shall be elected at a duly called meeting of the Board of Trustees
following nominations by the Governance Committee and/or members of the Board.
c. Term of office is renewable at the discretion of the Board. No person shall serve more
than two consecutive 3‐year terms, with renewed eligibility for election to the Board
following not less than two years’ absence from membership.
d. Terms of office of all categories of Trustees shall commence and expire at the close of
the annual meeting of the Board of Trustees.
e. The membership of the Board of Trustees must represent the broader UAE community.
f. No more than one‐third of the membership of the Board of Trustees may have a
financial interest in the institution.

2. Life and Ex‐Officio Trustees
In order that the Board of Trustee may have the benefit of additional diversity of
perspectives, it may elect additional trustees in the following categories:
a. Life Trustees‐ Following nominations by the Governance Committee, the Board of
Trustees may elect as Life Trustees those persons who have rendered distinguished
service to the University. The Board may include no more than two life trustees.
b. Ex Officio Trustee – The President (Chief Executive Officer) or equivalent head of EUC
shall be an Ex Officio Trustee entitled to attend all meetings of the Board of Trustees
and its Committees. The EUC ownership is allowed one ex‐officio trustee. Ex‐officio
members may not vote and shall not act to influence the vote of the members of the
Board of Trustees.

3. Duties and Responsibilities of the Board of Trustees
a. Appointment of the Chief Executive Officer and annual evaluation of his/her
performance;
b. Approval of general institutional policies, on the basis of recommendations from
the chief executive officer or other viable sources;
c. Review and approval of the EUC By‐Laws;
d. Approval and periodic review of the institutional mission and strategic plan;
e. Approval of educational programs of a quality consistent with the institution’s
missions;
f. Conferral, or the authorization of the conferral, of qualifications including
honorary degrees;
g. Approval of all recommended academic promotions;
h. Approval of the EUC research strategy;
i. Securing of financial resources to adequately support the institutional mission and
goals including the setting of tuition and fees;
j. Approval of the annual institutional budget;
k. Approval of major facilities, contracts and campus plans unless otherwise
delegated;
l. Approval of insurance coverage for identified risks.
m. Ensuring that the institution is subject to an annual external financial audit;
n. Approval of the selection of an external auditor;
o. Receipt of the auditor’s report, including management letters and other
supporting information, and follow‐up action as appropriate.
p. Maintenance of full fiduciary oversight of the University.
q. Review and evaluation of administrative reports regarding all aspects of the
institution’s performance, to enable it to assure itself, and other stakeholders,
that appropriate standards and quality of provision for students are being
maintained.
r. Ensuring that the Board of Trustees has no involvement in management decisions
or the day‐to‐day operation of the institution.
s. Ensures that the University operates with the highest levels of integrity, honesty
and ethical behavior in all its dealings and decision making;
t. Evaluates its own effectiveness and uses that evaluation for continuous quality
improvement.

4. Duties of the Officers and Appointees of the Board
The officers of the Board shall be the Chair and the Treasurer. The university CEO shall appoint a
staff member to provide secretarial assistance in recording the minutes of the Board meetings.
a. Chair
 Must not hold a financial interest as an owner, investor, shareholder, or
any other financial interest in the institution.
 Shall be considered the spokesperson for the Board and shall preside at all
of the Board meetings.
 Presents a yearly report to the BOT on the University and the effectiveness
of its operation.
 Represents EUC before government departments, and ministries, and in
interactions with the private sector.
 Approves contracts and payments for faculty and staff.
 Approves institutional management and financial affairs reports, and signs
warrants for all accounts when properly audited and allowed.
 Submits such recommendations and information as the chair may
consider proper concerning the business and interest of the University.
 Receives, via the board secretary, all requests from board members for
special reports or other information.
b. Treasurer
 Shall perform the duties delegated to him/her by the Board of Trustees,
including care and custody of all cash, stocks, bonds, mortgages or other
securities or investments belonging to the University.
 Shall perform such other duties as are incident of his/her office and are
properly required of him/her by the Board of Trustees.
Audit ‐ The accounts of the Treasurer shall be audited annually by a certified
public accountant or other qualified public accountant as selected by the
Board of Trustees from time to time.

5. Resignation and Removal
a. Resignation
a. A Trustee must offer his or her resignation to the Chairman of the Board should the
Trustee be unable or unwilling to fulfill the responsibilities set forth in the By‐Laws. A
Trustee must offer his or her resignation to the Chairman of the Board in the event of
a s significant change in personal circumstances, including a change in employer or in
principal responsibilities.
b. Removal
A Trustee who may refuse or neglect to discharge the duties of a Trustee may be
removed from Office by the affirmative vote of three‐fourths of the Board members
then in office.

ARTICLE II: MEETINGS
Section 1 The Board of Trustees shall meet at least twice per academic year on dates
established by the Board of Trustees. Additional meetings may be called by the
Board Chair as required. Agendas are made available in advance.
Section 2 Quorum. A majority of the voting members of the Board shall be a quorum to
transact business. A smaller number may meet unofficially and adjourn to some
other time or until a quorum is obtained. The Board may conduct any meeting by
conference telephone call or other communication equipment by means of which
all persons participating in the meeting can communicate with each other, insofar
as permitted by UAE law.
Section 3 Voting rights. An ex‐officio member is not included in the count when determining
the number needed for a quorum and shall not be counted when determining if a
quorum is present. Members of the Board of Trustees of the University have
voting privileges. Ex Officio members do not have voting rights.
Section 4 A draft agenda shall be prepared by the Board Chair and distributed to Board
Members at least five days prior to a meeting to allow the provision of notices
required hereunder. A final agenda will be adapted by the Board at the start of
the Board meeting. The Board may make any changes it wishes before voting to
adopt the agenda. Items that are not in the agenda may be considered by consent
of the majority of the voting Trustees present at the meeting.
Section 5 Minutes of the meetings of the Board of Trustees shall be kept by the staff
member appointed by the University top management, who shall cause them to
be printed, bound, and electronically preserved and who shall transmit copies to
the members of the Board of Trustees, University officers, administration,
libraries, and to other places where it is deemed appropriate.

Minutes of meetings are approved by the Board, and those minutes requiring
approval must be distributed to Board Members at least five days prior to the
meeting at which they are to be approved.

ARTICLE III: ORDER OF BUSINESS
Section 1 At all regular meeting and at special meetings, so far as it may be applicable, the
following order of business shall be observed, unless suspended or modified by a
consensus of those present as determined by the Board Chair.
1. Roll call
2. Election of officers (if necessary)
3. Presentation, discussion, and approval of items on the agenda
4. Approval of the minutes of previous meetings.
5. Reports of committees
6. Reports and recommendations of the Chief Academic Officer
7. Consideration of consent agenda items
8. Old business
9. New business
10. Presentation of agenda items requiring action by the Board and voting by
Board Members
11. Announcements regarding future meetings by the Chair of the Board

ARTICLE IV: RULE OF ORDER
Section 1 The revised Robert’s Rules of Order shall govern the consideration of all business
and debate, so far as it may be applicable to this body and unless specified
otherwise in these By‐laws.
Section 2 All items on which the Board will take action at a regular or special meeting shall
be specifically set forth in an agenda distributed at least five days before the
beginning of the meeting at which action is to be taken.
Section 3 No second shall be required to any motion.

ARTICLE V: STANDING COMMITTEES OF THE BOARD
1. The standing committees of the Board shall be:
a. Academic Affairs Committee
b. Fiduciary Committee
c. Governance Committee
2. Other Committees and Task Forces. The Board may authorize and establish other
committees from time to time, including task forces to consider strategic priorities
proposed by the administration and approved by the Board. Any task force created
will be for a limited time period only and will only operate to act on an assigned
strategic priority. Members may include faculty, students, administrators and others
as required and designated by the Board.
3. Committee Membership
a. Standing committees are advisory in nature. The Chairman of the Board shall
appoint the chairs as outlined and other Trustee members of the standing
committees at the annual organizational meeting of the Board of Trustees. A
member of each standing committee shall serve for a term of three (3) years or
until a successor has been appointed. Term is renewable at the discretion of
the Governance Committee. No person shall serve more than two consecutive
3‐year terms, with renewed eligibility for election to the Board following not
less than two years’ absence of membership. Insofar as practical, Trustee
membership on the standing committees shall be rotated.
b. Subject to the limitations set forth herein, the number of Trustee members and
non‐Trustee members of any standing committee shall be determined by the
Board of Trustees, and the Board may authorize and elect such committee
members at any meeting.
4. Vacancies. Any vacancy in a committee’s membership or committee chair shall by
filled by the Chair of the Board of Trustees after consultation with the Treasurer of
the Board. If a Committee Chair resigns prior to the end of a term, the Board Chair, in
his sole discretion, shall appoint a replacement Chair.
5. Power and Duties. The committees of the Board shall have the powers and duties set
forth in these Bylaws and such other powers and duties as the Board may delegate to
them and as may be set forth in each committee charter. It shall be the responsibility
of each committee to oversee the administration’s management of risk in all aspects
related to the committee’s areas of responsibility. The chairs of committees are
responsible for keeping the Board informed of their committees' activities by way of
reports, as needed.
6. Meetings. Committees shall meet biannually at least two weeks before the scheduled
annual meetings of the Board of Trustees.
7. Attendance and Voting. The Chair of the Board of Trustee shall be entitled to attend
the meetings of each committee on which he/she is not a member. In the event of
such attendance, the Board Chair shall not have voting rights nor shall his/her
attendance at a meeting count towards the presence of a quorum.
8. Quorum. A majority of the members of a committee shall be a quorum for the
transaction of business. A member shall be deemed present at a committee meeting
if that member participates in the meeting through the use of a conference telephone
or similar communications equipment by mean of which all persons participating in
the meeting can hear each other. The attendance of non‐voting committee members
or any invited person at a committee meeting shall not count towards the presence
of a quorum.
9. Committee Operations. Each committee shall:
a. Adopt, in advance, a work plan for each forthcoming fiscal year.
b. Name a primary liaison with the University administration.
c. Have a charter describing in detail its purposes, authority, responsibilities,
membership, and operating procedures.
10. Reporting. Committees shall consider all matters referred to them as soon as possible
and carry out the orders of the Board insofar as they are specifically empowered by
the Board and shall report their recommendations or action as soon thereafter as
possible. Each committee shall report its activities, and its findings and
recommendations to the Board of Trustees.

ARTICLE VI: ACADEMIC AFFAIRS COMMITTEE:

1. Membership. The Academic Affairs Committee shall be composed of a Chair and a
minimum of two but no more than five active members of the Board. The Board Chair
shall appoint the Chair of the Academic Affairs Committee.
2. Power and Duties. This committee shall consider changes in the academic programs,
monitor and stimulate improvement in the academic quality and student environment of
the University, and recommend actions to the Board.

ARTICLE VII: FIDUCIARY COMMITTEE:

1. Membership. The Fiduciary Committee shall be composed of a Chair and a minimum of
two but no more than five active members of the Board. The Board Treasurer shall serve
as the Chair of the Fiduciary Committee.
2. Power and Duties. The purpose of the Fiduciary Committee is to maintain the fiscal
stability and long‐term economic health of the University and to oversee the University’s
accounting and financial reporting processes and audits of the University’s financial
statements. The Committee ensures that financial planning for the University is
supportive of and fully integrated with the long‐range plans and mission of the
University. The Committee provides oversight of fiscal management and guidance to
those responsible for the University’s day‐to‐day operations. The committee reviews
audit reports, matters related to university internal services, registers, purchasing and
contract audits, financial policy, performance metrics and reporting, budget matters,
affordability, and related matters.

ARTICLE VIII: GOVERNANCE COMMITTEE:

1. Membership. The Governance Committee shall be composed of a Chair and a minimum
of two but no more than five active members of the Board. The Board Chair shall be the
Chair of the Governance Committee.
2. Power and Duties. The responsibilities of this committee are to oversee the structure and
functioning of the Board of Trustees and attend to matters involving its members, and to
ensure a proper "tone at the top" including definition of and compliance with proper
standards of ethical conduct for the Board and University personnel.

ARTICLE IX: CONFLICTS OF INTEREST

Section 1 The Trustees shall serve without compensation. They shall be reimbursed for their
actual and necessary expenses incurred in the performance of their duties.
Section 2 In accordance with the Board’s Conflict of Interest Policy, it is the obligation of
Board members to disclose to the Board any personal interest which they may
have in any matter pending before the Board, and members having such interest
shall refrain from participating in any decision on such matter.
Section 3 At the time a vote is taken, the Trustee who has a conflict shall publicly announce
and disclose the nature of the conflict.

Article X. OPERATIONAL EXPECTATIONS

Section 1 The Board of Trustees shall take active measures to ensure that it operates with
the highest levels of integrity, honesty, and ethical behavior in all its dealings and
decision making
Section 2 Suspected violations of operational expectations shall be reported to the Chair
and University CEO for action by the Board as a body.
Section 3 The Board shall annually evaluate its effectiveness and implement associated
changes for improvement. The Quality Assurance Director shall assist the Board in
this endeavor.

Article XI. AMENDMENT

Section 1 Any proposed change in these By‐Laws shall be presented in writing stating the
proposed change and the reason therefore to the Chair of the Board of Trustees.
The Board Chair shall then refer the matter to the Governance Committee for
consideration.
Section 2 These By‐Laws may be added to or amended by a vote of two‐thirds (2/3) of all of
the trustees present at a regular or special meeting provided that the proposed
addition or amendment shall have been filed with the Chair in writing and a copy
thereof mailed to each member in advance of the meeting at which said addition
or amendment is to be considered and voted upon.

Approval:

Review Log:
Version Number Approved by/Date of Approval Changes/Amendments
Version 1 Dean / 02 February 2019 Initial
Version 2 Board of Trustees / 02 January 2022


Policy #: GM01EPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1e)
Responsible:
1.e Board Appointments, Terms of Office and Officer
Cross Reference: BOT Bylaws
Replacement

Extracted from EUC Board of Trustees Bylaws.

ARTICLE 2: Membership and Election
In accordance with the provisions of the By‐Laws, the Board of Trustees shall consist of not
fewer than five but not more than 10 members.
1. Term and Manner of Election
a. The term of office of the Board of Trustees shall be for three years.
b. The Board of Trustees shall be elected at a duly called meeting of the Board of
Trustees following nominations by the Governance Committee and/or members
of the Board.
c. Term of office is renewable at the discretion of the Board. No person shall serve
more than two consecutive 3‐year terms, with renewed eligibility for election to
the Board following not less than two years’ absence from membership.
d. Terms of office of all categories of Trustees shall commence and expire at the close
of the annual meeting of the Board of Trustees.
e. The membership of the Board of Trustees must represent the broader UAE
community.
f. No more than one‐third of the membership of the Board of Trustees may have a
financial interest in the institution.

2. Life and Ex‐Officio Trustees
In order that the Board of Trustee may have the benefit of additional diversity of
perspectives, it may elect additional trustees in the following categories:
a. Life Trustees‐ Following nominations by the Governance Committee, the Board of
Trustees may elect as Life Trustees those persons who have rendered
distinguished service to the University. The Board may include no more than two
life trustees.
b. Ex Officio Trustee – The President (Chief Executive Officer) or equivalent head of
EUC shall be an Ex Officio Trustee entitled to attend all meetings of the Board of
Trustees and its Committees. The EUC ownership is allowed one ex‐officio trustee.
Ex‐officio members may not vote and shall not act to influence the vote of the
members of the Board of Trustees.

3. Duties and Responsibilities of the Board of Trustees
a. Appointment of the Chief Executive Officer and annual evaluation of his/her
performance;
b. Approval of general institutional policies, on the basis of recommendations from
the chief executive officer or other viable sources;
c. Review and approval of the EUC By‐Laws;
d. Approval and periodic review of the institutional mission and strategic plan;
e. Approval of educational programs of a quality consistent with the institution’s
missions; Conferral, or the authorization of the conferral, of qualifications including
honorary degrees;
f. Approval of all recommended academic promotions;
g. Approval of the EUC research strategy;
h. Securing of financial resources to adequately support the institutional mission and
goals including the setting of tuition and fees;
i. Approval of the annual institutional budget;
j. Approval of major facilities, contracts and campus plans unless otherwise
delegated;
k. Approval of insurance coverage for identified risks.
l. Ensuring that the institution is subject to an annual external financial audit;
m. Approval of the selection of an external auditor;
n. Receipt of the auditor’s report, including management letters and other
supporting information, and follow‐up action as appropriate.
o. Maintenance of full fiduciary oversight of the University.
p. Review and evaluation of administrative reports regarding all aspects of the
institution’s performance, to enable it to assure itself, and other stakeholders,
that appropriate standards and quality of provision for students are being
maintained.
q. Ensuring that the Board of Trustees has no involvement in management decisions
or the day‐to‐day operation of the institution.
r. Ensures that the University operates with the highest levels of integrity, honesty
and ethical behaviour in all its dealings and decision making;
s. Evaluates its own effectiveness and uses that evaluation for continuous
quality improvement.

4. Duties of the Officers and Appointees of the Board
The officers of the Board shall be the Chair and the Treasurer. The university CEO shall
appoint a staff member to provide secretarial assistance in recording the minutes of
the Board meetings.
a. Chair
▪ Must not hold a financial interest as an owner, investor, shareholder, or any
other financial interest in the institution.
▪ Shall be considered the spokesperson for the Board and shall preside at all of
the Board meetings.
▪ Presents a yearly report to the BOT on the University and the effectiveness of its
operation.
▪ Represents EUC before government departments, and ministries, and in
interactions with the private sector.
▪ Approves contracts and payments for faculty and staff.
▪ Approves institutional management and financial affairs reports, and signs
warrants for all accounts when properly audited and allowed.
▪ Submits such recommendations and information as the chair may
consider proper concerning the business and interest of the University.
Receives, via the board secretary, all requests from board members for special
reports or other information.
b. Treasurer
• Shall perform the duties delegated to him/her by the Board of Trustees, including
care and custody of all cash, stocks, bonds, mortgages or other securities or
investments belonging to the University.
• Shall perform such other duties as are incident of his/her office and are
properly required of him/her by the Board of Trustees.
Audit ‐ The accounts of the Treasurer shall be audited annually by a certified public
accountant or other qualified public accountant as selected by the Board of
Trustees from time to time.
5. Resignation and Removal
a. Resignation
A Trustee must offer his or her resignation to the Chairman of the Board should the
Trustee be unable or unwilling to fulfil the responsibilities set forth in the By‐Laws. A
Trustee must offer his or her resignation to the Chairman of the Board in the event
of a s significant change in personal circumstances, including a change in employer
or in principal responsibilities.
b. Removal
A Trustee who may refuse or neglect to discharge the duties of a Trustee may be
removed from Office by the affirmative vote of three‐fourths of the Board members
then in office.

POLICY #: GM01FPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1f)
Responsible:
Chief Executive Officer/ Quality
1.f Policy on Policy Assurance
Purpose:
The goal of this policy is to create a streamlined method for creating, updating, retiring, and
approving institutional policies. This prescribes the format of writing and maintaining policies
and procedures and applies to all departments of European University College (EUC).
Applicability:
All units at European University College (EUC)
None
Policy:
European University College ensures all policy and procedure proposals submitted by employees
follow a unified process of review and approval. Employees can make a proposal to begin,
change, or retire an existing policy through their heads of departments.
EUC guarantees that all proposals are in line with the college's goal, meet accreditation
standards, and comply with legal requirements and rules, as well as to benchmark for best
practices with other universities and colleges (HEI).
EUC ensures that any new institutional policies will‐
 make use of the standard policy template;
 be endorsed by the Designee to the Board of Trustees (BOT) for approval,
 the BOT Designee must approve all associated procedures in order to facilitate policy
implementation
 All authorized policies and procedures will be stored in a centralized repository and
disseminated to all applicable departments.
All Policies and Procedures will be regularly reviewed. EUC ensures that these reviews include all
Policies and Procedures two years from last review and approval.
Approval:
Approved by: Board of Trustees | Signature:_________________| Date:___________________
Review Log:
Version 1 Dean / 01 November 2012 Initial
Version 2 Board of Trustees/ 02 January 2022

POLICY #: GM01FPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3
(1f)
1.f Procedure for Development and Responsible:
Chief Executive Officer/Quality
Dissemination of all Policies Assurance
Purpose:
The goal of this procedure is to create a streamlined process for creating, updating, removing,
and authorizing institutional policies.

Applicability:
The procedure is applicable to all EUC employees. Any employee can propose, revise or retire a
policy through the department heads. The proposal must follow the standardized format.
(Appendix 1: Policy Proposal Form).

Procedure:
All policies shall be developed and disseminated using the methods outlined below.
1. Start a policy by filling out the Policy Proposal Form, which can be obtained from the
Quality Assurance (QA) department.
2. Submit a filled‐out Policy Proposal Form to the QA department.
3. The QA department reviews the proposal ensuring that it adheres to accreditation
standards and best practices. The QA department will return back to the proposing unit if
it does not meet the standards.
4. The QA department submits the proposed policy to the BOT Designee for inclusion on the
agenda of the next Board of Trustees meeting.
5. All actions (approved, amended or rejected) taken by the Board of Trustees in relation to
the Policy are forwarded to the BOT Designee, who then forwards them to the Quality
Assurance department for dissemination, follow‐up action, and archiving.
6. The QA department assigns a unique policy number and notifies the appropriate
stakeholders of a newly added/revised/discontinued Policy.
7. All policies that have been approved are archive on the institutional shared
drive.

None
Related Documents/Forms/Attachments:
Appendix 1: Policy Proposal Form (GM01FPO1‐PR1‐FR1)

Appendix 1: Policy Proposal Form (GM01FPO1‐PR1‐FR1)
Section I:
To be filled by the faculty or staff who is proposing the policy. Please attach policy under review or
for discontinuation.
Policy type New Revised X Discontinued
Date
Name/Proposer
Department/Uni
t
Rationale for {State why the new or revised policy is needed.
new or revised Example: Requirements by CAA‐MOE (please quote the relevant requirement). If
policy making changes to existing policy, attach the existing policy}
Section II: Draft proposed policy / revised policy. In case of review of old policy, please attach old
policy with tracked changes.
Policy Title
Purpose {Enter here the main purpose(s) behind having your policy. Describe why the
policy exists, or why it is required, and what it is designed to ensure.}
The purpose of this policy is to …...
Applicability {Enter here to whom this policy applies to within your facility; target group, such
as the group or location of people to whom it applies. For example, physicians,
nurses and administrative personnel etc.}
The policy is applicable to …...
Definitions and {Enter here all terms, acronyms or abbreviations in alphabetical order that will be
Abbreviations used in this policy.}
Policy {Enter here your policy}

Section III: Approvals
Reviewed by Quality Assurance Department (QA)
_________________________ _____________________
Director of QA Date
Approved by
_________________________ _____________________
President/Designee Date
Approved by
_________________________ _____________________
Board of Trustees Date
Approval:
Approved by: CEO/Designee | Signature: _________________| Date:_____________________

Review Log:
Version 1 CEO / Date Initial

CAA Standard:
(1f)
Dissemination of all Procedures Assurance
Purpose:
and authorizing institutional procedures.

Applicability:
procedure through the Head of Department. The proposal must follow the standardized format.
(Appendix 2: Procedure Proposal Form).

Procedure:
All procedures shall be developed and disseminated using the methods outlined below.

1. Start a policy by filling out the Procedure Proposal Form, which can be obtained from the
2. Submit a filled‐out Procedure Proposal Form to the QA department.
4. The Quality Assurance department submits the proposed procedure to the BOT Designee
for approval.
5. All actions (approved, amended or rejected) taken by the BOT Designee in relation to the
proposed procedure are forwarded to the QA department for dissemination, follow‐up
action, and archiving.
6. The QA department assigns a unique procedure number and notifies the appropriate
stakeholders of a newly added/revised/discontinued Procedure.
7. All procedures that have been approved are stored on the institutional shared drive.

None

Appendix 2: Procedure Proposal Form (GM01FPO1‐PR2‐FR1)
Appendix 2: Procedure Proposal Form (GM01FPO1‐PR2‐FR1)
Section I:
To be filled by the faculty or staff who is proposing the procedure. Please attach procedure under
review or for discontinuation.
Procedure type New Revised X Discontinued
Date
Name/Proposer
Department/Un
it
Rationale State why the new or revised procedure is needed or to be discontinued
for new or Example: Requirements by CAA‐MOE (please quote the relevant requirement).
revised If making changes to existing procedure, attach the existing procedure}
procedure
Section II:
Draft proposed / revised procedure. In case of review of old procedure, please attach old procedure
with tracked changes.
Procedure Title
Purpose
Applicability
Definitions and
Abbreviations:

Procedures {Enter here your Procedure which is the way of carrying out the policy. In simple
words specify the steps on how to do the procedure, by whom and when.
Additionally, if applicable, specify the criteria related to the procedure}
Related {Appendix 1
Documents/For Appendix 2}
ms/Attachment
s:
_____________________ _________________
Director of QA Date
Approved by Office of the President/Designee
______________________ __________________

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: _________________

Review Log:


CAA Standard:
(1f)
Dissemination of all Manuals Assurance
Purpose:
and authorizing institutional manuals.

Applicability:
manual through the Head of Department. The proposal must follow the standardized format.
(Appendix 3: Manual Proposal Form).

Procedure:
All manuals shall be developed and disseminated using the methods outlined below.

1. Start a manual by filling out the Manual Proposal Form, which can be obtained from the
2. Submit a filled‐out Manual Proposal Form to the QA department.
4. The Quality Assurance department submits the proposed policy to the BOT Designee for
approval.
5. All actions (approved, amended or rejected) taken by the BOT Designee in relation to the
proposed procedure are forwarded to the QA department for dissemination, follow‐up
action, and archiving.
6. The QA department assigns a unique manual number and notifies the appropriate
stakeholders of a newly added/revised/discontinued Manual.
7. All manuals that have been approved are stored on the institutional shared drive.

None

Appendix 2: Manual Proposal Form (GM01FPO1‐PR3‐FR1)
Appendix 3: Manual Proposal Form (GM01FPO1‐PR3‐FR1)
Section I:
To be filled by the faculty or staff who is proposing the manual. Please attach manual under review
or for discontinuation.
Procedure type New Revised X Discontinued
Date
Name/Proposer
Department/Un
it
Rationale State why the new or revised manual is needed or to be discontinued
for new or Example: Requirements by CAA‐MOE (please quote the relevant requirement).
revised If making changes to existing procedure, attach the existing procedure}
procedure
Section II:
Draft proposed / revised manual. In case of review of old manual, please attach old manual with
tracked changes.
Procedure Title
Purpose
Applicability
Definitions and
Abbreviations:

Procedures {Enter here (in bullet form) the changes made to the Manual. Additionally, if
applicable, specify the criteria related to the manual}
Related {Appendix 1
Documents/For Appendix 2}
ms/Attachment
s:
__________________ _________________
Director of QA Date
Approved by Office of the President/Designee
__________________________ _____________

Approval:

Review Log:


POLICY #: GM01GPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1g)

1.g Institutional Planning and Specific Plans for Responsible:
Chief Executive Officer / Quality
Community Engagement, Research and Assurance

Scholarly Activity and Sustainability Policy Cross Reference: PPM

Purpose:
To put in place a strategy to ensure that the University engages in a suitable short‐ and long‐
term planning process.

The purpose of the strategic plan will be to help EUC focus on opportunities for growth and
improvement that promote its mission and vision and to align with the strategic initiatives of the
University.

Applicability:
This policy applies to the management of all aspects of the educational institution.

None

Policy:
Planning provides a set of specified objectives and crucial strategies for achieving a range of
organizational goals, as well as an analysis of allocation of resources to satisfy the identified
goals and prioritized objectives. A strategy for achieving the primary goal will be implemented
across the entire organization.
EUC intends to use planning as a tool to help us achieve our goals by ‐
● capturing the ideals and aspirations of all members of the EUC academic community;
● assisting the college in anticipating and responding to potential challenges and
opportunities
● taking advantage of the College's diversified community to further the College's vision
and goal;
● Increasing the commercial viability and sustainable growth of our programs by unifying
the instructional, non‐academic, and clinical components of the College;
● Ensuring that all relevant information is available by coordinating operational and
departmental planning activities;
● Assisting the management in allotting college resources that is congruent with the vision
and goals;
● Providing a system for continuing review of the institutional plan through assessment and
revision of the plan as conditions change.

The planning approach is aligned EUC’s vision and mission that includes the following‐
1. Strategic Plan –The EUC Strategic Plan lays the groundwork for communicating the
College's strategic goals.
2. Plans for Community Engagement – these include predetermined plans and processes
involving activities to support community enrichment of its core values.
3. Research Plans – endeavours to imbibe the culture of research.
4. Specific Purpose Plans – these plans include interdepartmental processes, intra‐
departmental processes or subsections.

Two‐time ranges are addressed in the Institutional Plan:
1) Five Year Strategic Plans (long‐term)
2) One Year Operational Plans (short‐term)

The College updates its five‐year plans annually and develops new one‐year goals. The
operational needs and requirements of specific purpose plans are integrated into the
organizational operational plans.

Approval:

Review Log:


PROCEDURE #: GM01GPO1‐PR1
CAA Standard:
Responsible:
1.g Institutional Planning and Specific Plans for Assurance
Community Engagement, Research and
Scholarly Activity and Sustainability Procedure

Purpose:
The purpose of this procedure is to assist and advice management on the institutional planning
process

Applicability:
This policy applies to the governance of all aspects of the educational institution

Procedure:
(1) The Board will occasionally approve a strategic or master plan, which is considered as a long‐
term plan.
(2) The strategic plan identifies system‐wide goals and planning concepts, as well as system‐ and
department‐specific methods for achieving these objectives. These documents sum up the
priorities of EUC for the particular planning period.
(3) The Chairman of the Board of Trustees is in charge of the regular review and revision of the
strategic plan at least every five years. The process of upgrading the plan will comprise the
following steps:
a. contribution from both the internal and external constituencies of the university
b. The Chief Executive Officer must report to the Board at least once a year on progress in
implementing the plan's strategies and achieving its objectives. At least once a year, the
Chief Executive Officer must update the Board on the status of the strategic plan's
strategies and the attainment of its goals.

The strategic plan will be developed, reviewed, shared, and updated according to the following
processes:
1. The Chief Executive Officer will appoint an ad hoc task force from the administrative team to
lead in the development of the strategic plan. The time scope for the strategic plan will be
identified, with a recommended interval of five years.
2. A preliminary draft of the strategic plan will be prepared by the task force. The preliminary
draft will identify one or more themes or domains, representing areas of focus for the College to
move forward strategically over the defined interval. Each theme or domain will include one or
more objectives that further define the theme.
3. The preliminary draft will be reviewed and amended by the Chief Executive Officer and senior
administrative team.
4. The Board of trustees will review the final draft and approve it.
5. The final and approved strategic plan is made available publicly on the College’ website,
administrative and university manuals
6. Development of measurable steps and outcomes will be the responsibility of appropriate
individuals, units, or departments.
7. A document will be developed by the task force to capture these steps and outcomes and may
be used by the senior administrative team to periodically review progress on the strategic plan.

None

None

Approval:
Approved by: CEO/Designee | Signature:_________________| Date:____________________

Review Log:


POLICY #: GM01HPO1
CAA Standard:
CAA Standard 2019 Annex 3 (1h)
Responsible:
1.h Risk Management Policy Quality Assurance
Cross Reference: PPM;

Purposes:
The main goal is to give guidance and a holistic approach to risk management in order to assist
the attainment of European University College (EUC) objectives, safeguard staff, students, and
company assets, and maintain financial viability.

Applicability:
This applies to all EUC all members of the college community, including its patients, visitors,
contractors and other relevant persons.

Risk management refers to the process of planning (principles, structure, and method) for
effectively managing risks, whereas "managing risk" refers to the application of that plan to
specific hazards. It entails integrating activities to direct and control the college's identified
hazards.
Policy:
● EUC is dedicated to ensuring that required resources are available to support individuals who
are fully accountable for risk management and the methods for measuring and reporting risk
management performance (KPIs)
● EUC is committed to evaluating and improving its risk management program on an annual
basis, as well as in response to a specific event or change in circumstances.
● EUC takes a holistic, proactive approach to risk management, encompassing all aspects of risk
detection, risk assessment, and corrective action coordination.
● The risk management policy will be disseminated via the EUC website, policies and procedures
handbook, orientation program, and information posted at the College's entrances.
● It is everyone's job to manage risk.

Approval:
Approved by: Board of Trustees | Signature:_________________| Date:___________________



PROCEDURE #: GM01HPO1‐PR1
CAA Standard:
Responsible:
Quality Assurance
1.h Risk Management Procedure
Cross Reference: PPM;

Purpose:
To outline the risk management procedures that EUC should follow to provide a long‐term
teaching and learning environment.

Applicability:
This procedure applies to all risk‐handling activities of EUC.
 The program provides for the coordination of collecting data on potential clinic risk and
reports the analysis and investigated findings of the EUC actual and potential risk to the
leadership

Procedure:
The application of these procedures will provide the basis and framework for:
 More competent and thorough decision‐making and planning;
 More accurate assessment of opportunities and threats;
 Pro‐active management;
 More efficient resource allocation and use
 Management of incidents is improved and reduce cost of risk to include premium of
commercial insurance;
 Improved trust and confidence of all stakeholders;
 All employees have a clear grasp of their duties, obligations, and authority when it
comes to risk management;
 Increased adherence to relevant legislation;
 Improved corporate governance;
 Enhanced risk communication and reporting that can help create a more risk‐aware
organizational culture.

The risk management will be achieved through:
 Creating strong leadership and risk management systems;
 Having a plan in place to monitor the quality framework;
 Providing managers with training and guidance so that they can manage risk as part
of their routine responsibilities;
 Conducting risk assessments in a methodical manner to identify and reduce risk
through appropriate controls;
 Improving safety and facilitating organizational learning by utilizing data from risk
assessments, occurrences, grievances, inspections, disputes, and other relevant
internal and external sources;
 Investigating issues using root cause analysis approaches and ensuring that learning is
shared across all college units;
 Ensuring that suitable rules and processes are in place, and that they are conveyed to
and followed by employees in order to reduce risk;
 Ensure that risk management assessment frameworks are followed and that
performance is compared to that of other institutions;
 Use proper "insurance" mechanisms to minimize the negative impact of risk;
 Use internal and external auditing to ensure that controls are implemented and
effective in order to reduce risk.

Roles and Responsibilities:
Risk Management Team‐ responsibilities include:
 Oversee EUC's and its departments' risk management efforts;
 Discussions and training should be used to raise risk awareness among employees;
 Ensure that procedures for detecting, assessing, and managing risks are followed in
accordance with policy;
 Examine the risk evaluations provided by college employees and departments;
 Risks should be evaluated and treated in a priority order;
 Review and develop a risk registry and treatment plan for the entire college;
 Ensure that the college's risk management system is properly implemented;
 All approvals and submissions of periodic reports must be forwarded to the college
council.

Risk Management Approach
The EUC Risk Management approach is outlined in Figure 1. The procedure is ongoing and should
be implemented at all levels of the organization

Figure 1: Risk Management Process:

Steps:

1. Establish the Context
The risk management context describes the risk management activity's aims and objectives, as
well as how it will be carried out, who will be responsible for each component, and what will be
covered.
 Decide on the scope of the operation, including your objectives, and create an
understanding of your operating environment before evaluating hazards.
 Identify your internal and external stakeholders and think about their worries, difficulties,
and aspirations.
2. Identify the risk

Risk Identification (what can go wrong?)
It is important to identify the potential hazards in the organizational processes and the
possible causes behind those hazards in order to prevent potential risk. Potential risks are a
result of a hidden failure in the system or in the process. To achieve that;
 Select high risk process; Using the data obtained from different resources
mentioned in section (6) in this policy will provide information on high priority
processes.
 Record all risks that where identified Risk Register, Refer to Appendix 2
 Decide what can go wrong
This is very important step since it will direct the priorities, the decision‐making process
depending who will be exposed to a potential risk. After hazard identification define;
 The possible causes leading to the hazard
 Who will be exposed to the hazard

This entails recognizing and characterizing the many hazards that may arise, as well as how
they may occur and stakeholders (students, staff, and the community) that would be
involved. Refer to the table below ‐
The College identifies and considers emerging risk through the following means:
 Incident Reports
 Sentinel Event Reports (if any)
 Performance Improvement activities; Self‐assessment / audits, i.e., medical record
reviews, HSE audits, infection control audits.
 External review findings
 Infection Control Audits
 Referrals from the administration
 Requests from staff
 Patient/family complaints
 Patient Satisfaction Surveys
 Maintenance reports

General Categories of Risk:
Risk Category Definition Examples
Strategic An unexpected event which  Planning and
may affect the effectiveness implementation of college
of the management process strategic and operational
towards meeting the college plan  Major decisions taken
objectives. by management
Operational Risk resulting from  Recruitment problem 
inadequate or failed internal Failure in accounting
systems and processes, controls  Failure in IT
resources, or from external systems, e.g., registration 
events. Breakdown of equipment 
Inadequate document
retention or record keeping 
Poor management  Lack of
supervision, accountability
and control
Financial The risk of having  Budget allocation
inadequate budget to meet  Links between planning
financial obligations and resource allocation
Compliance Risk arising from centers and  Non‐adherence to new
departments not following policies such as health and
policies and procedures. safety policy, parking policy
and maintenance policy
Reputation Risk arising from negative  Leakage of information
opinion of others which
affects the institution’s
image and its ability to
continue or establish new
relationships or service


Detailed Categories of Risks:
Higher Education Risk Categories:
Financial Research Human Resources Academic Risk & Safety Clinical Information e‐Learning
Affairs* Technology
 Accounting /  Conflict of  Discrimination /  Alcohol/Drug  Confidentiality  Healthcare Fraud  Data Privacy/  Confidentiality
Auditing Matters Interest Harassment Abuse  Data Privacy  Patient Integrity violation
 Falsification of  Data Privacy  Employee  Cheating/ Abuse/Physica  Fraud  Integrity
 Disclosure of
Contracts / Misconduct Plagiarism l or Verbal violation
 Environmental and Confidential Info  Malicious/
Reports/  Denial of service
Safety Matters  Nepotism  Credentials  Environmental /  Patient Care Inappropriate Use of
Records  Illegitimate use
 Falsification of  Inappropriate Misreprese Safety Matters  Patient Rights Technology
 Repudiation
 Fraud Contracts / Communication ntation  Misuse of
 Improper  Insurance Issues  Masquerade
 Improper Reports/Records  Sexual  Sexual Supplier / Resources 
 Improper Traffic analysis
Disclosing of  Fraud Harassment Harassment Contractor Supplier or  Improper  Brute‐force
Financial  Student Safety Activity Supplier / attack
 Intellectual  Threat / contractor
Records Contractor 
Property Inappropriate  Student Travel  Improper Use of activity Author’s risk
 Improper Giving Infringement, Supervisor Intellectual Activity  Teacher’s risk
 Terrorism  Ethical Dilemma
/ Receiving of Directive Property  Falsification of  Manager’s risk
 Human / Animal  Academic  Other
Gifts
 Sabotage / Contracts /  System
Research  Time Abuse Misconduct
 Improper Vandalism Reports / Records developer’s risk
 Research Grant  Unsafe Working  Other
Supplier /  Student’s risk
Misconduct / Conditions  Unsafe Working  Software Piracy/
Contractor Intellectual Property
Misappropriation of  Violence / Threat Conditions
Activity Infringement
Costs  Waste/Abuse/
 Theft /  Conflict of
 Scientific Misuse of  Theft
Embezzlement Interest
Misconduct College  Other
 Waste/Abuse/  Employee
 Theft / Resources
Misuse of Benefits Abuses
Embezzlement  Other
College  Other
Resources  Waste/Abuse/
Misuse of College
 Other
Resources
 Other
Source: Whitepaper: Higher Education Risk Categories & Definitions ‐ Published by EthicsPoint, Inc., April 1, 2005.
Risks and Remedies in the e‐Learning System. International Journal of Network Security & Its Applications (IJNSA), Vol.4, No.1, January 2012
Category: Financial
Violation Type Description
Accounting and Auditing The unethical systematic recording and analysis of the business and financial
Matters transactions associated with generally accepted accounting practices.
(Examples include: misstatement of revenues, misstatement of expenses,
misstatement of assets, misapplications of GAAP principles, wrongful
transactions)
Falsification of Contracts, Falsification of records consists of altering, fabricating, falsifying, or forging
Reports or Records all or any part of a document, contract or record for the purpose of gaining
an advantage, or misrepresenting the value of the document, contract or
record. (Examples include: Financial Aid documents, Vendor Contracts)
Fraud The intentional misrepresentation or concealment of information in order
to deceive, mislead, or acquire something of value. A fraud is an intentional
deception perpetrated to secure an unfair gain. (Examples include: Violation
of Policy, Sabotage)
Improper Disclosure of Careless, unlawful or fraudulent conduct in recording, preparing, reporting,
Financial Records disclosing of either the value or the content of a contract, report,
statement, document, record, or electronic file.
Improper Giving or The giving, receiving or solicitation of items which could be reasonably
Receiving of Gifts interpreted as an effort to influence a business relationship or decision;
items given, received or solicited for the benefit of an individual or an
individual’s family or friends; items given, received or solicited during or in
connection with contract negotiations; the acceptance of cash, checks,
money orders, vouchers, gift certificates, loans, products or services.
Improper Supplier or Supplier or contractor activity in violation of institution's policies and
Contractor Activity procedures; improper supplier or contractor selection based on personal
gain, improper negotiation or diversion of contract awards.
Theft / Embezzlement The act of stealing; specifically: the felonious taking and removing of
personal property with intent to deprive the rightful owner of it. To
appropriate (as property entrusted to one's care) fraudulently to one's
own use (Examples include: bookkeeping errors, misapplication of funds,
and mishandling of cash)
Waste, Abuse or Misuse of Improper or unauthorized use of this institutes resources and technologies
Institute Resources for personal gain.

Category: Research
Conflict of Interest A situation in which a person or a family member has a financial interest or
non‐financial interest that may compromise, or provide the incentive to
compromise, the behaviour in the conduct of the person’s duties at the
institution, the person’s influence on decisions that the institution may
make, or the person’s influence over his or her associates outside the
institution. A conflict of interest may be real, potential or apparent.
Data Privacy Refers to the technical, contractual, administrative and physical steps taken
by the institution to protect against unauthorized access to and disclosure
of personally identifiable data of employees and customers and other third
parties that we possess.
Environmental and Safety Failure to meet the requirements of any applicable law, rule or
Matters regulation relating to the environment, working conditions or workplace
safety, including, without limitation, regulations promulgated by the
Federal Authorities of U.A.E. Examples include: Biohazard, biosafety,
radiation)
Falsification of Contracts, Falsification of records consists of altering, fabricating, falsifying or forging
Reports or Records all or any part of a document, contract or record for the purpose of gaining
an advantage or misrepresenting the value of the document, contract or
record.
EUC Policies and Procedures Manual / Page 52
to deceive, mislead, or acquire something of value. A fraud is an intentional
deception perpetrated to secure an unfair gain. (Examples include:
Embezzlement, Violation of Policy, Theft, Sabotage)
Intellectual Property Any unauthorized or inappropriate use, misappropriation or disclosure of
Infringement, confidential information (in any form) or intellectual property belonging to
Misappropriation or the institution or any institution's customer, supplier or business partner,
Disclosure including, without limitation, any intellectual property protected under any
laws relating to copyrights, patents or trade secrets. Also includes any
unauthorized or inappropriate use of any institution computer system.
Human or Animal Research Inappropriate use of humans or animals involved in research.
Research Grant Misconduct Unallowable or questionable expenditures or cost transfers to government
or Misappropriation of grants, contracts or other agreements.
Costs
Scientific Misconduct Fabrication, falsification, plagiarism, or other practices that seriously deviate
from those that are commonly accepted within the scientific community for
proposing, conducting, or reporting research. Fabrication is making up data
or results and recording or reprinting them. Falsification is manipulating
research materials, equipment or processes, or changing or omitting data or
results, such that the research is not accurately reported in the research
record. Plagiarism is the appropriation of another person’s ideas, processes,
results, or words without giving appropriate credit.
Theft / Embezzlement The act of stealing; specifically: the felonious taking and removing of
personal property with intent to deprive the rightful owner of it. To
appropriate (as property entrusted to one's care) fraudulently to one's own
use (Examples: bookkeeping errors, misapplication of funds, mishandling of
cash)
Waste, Abuse or Misuse of Improper or unauthorized use of institute's resources and technologies for
Institute Resources personal gain.

Category: Human Resources
Discrimination or Uninvited and unwelcome verbal or physical conduct directed at an
Harassment employee because of sex, religion, ethnicity or beliefs. (Examples: bias in
hiring, assignments, promotions, educational decisions; unfair
compensation; inappropriate language; wrongful termination). Retaliation or
retribution.
Employee Misconduct Involves any employee conduct that is in violation of the institution's code of
conduct, ethics policy, faculty handbook or any other printed materials that
constitute employee conduct. Time abuse concerns about an employee or
manager who are falsifying his/her work hours.
Nepotism Patronage bestowed by public officers in consideration of a family
relationship and not merit.
Offensive or Inappropriate The use of inflammatory, derogatory, unduly critical or insulting
Communication communication to a staff person, faculty, administrator, alumni or student.
Sexual Harassment The making of unwanted and offensive sexual advances or of sexually
offensive remarks or acts, especially by one in a superior or supervisory
position or when acquiescence to such behaviour is a condition of
continued employment, promotion, or satisfactory evaluation.
Threat or Inappropriate Improper use of supervisory authority in response to employee taking action
Supervisor Directive or refusing to take action. Inappropriate management practices.
Time Abuse Improper and/or excessive use of work time for personal business, interest,
advantage, or gain.
Unsafe working conditions Failure of meeting requirements needed to perform all duties in a
secure environment. Potential areas of harm. (Examples include:
environmental damage, HSE, supervisor directive, poor housekeeping)
Violence or Threat An expression of the intention to inflict evil, injury, or damage to a person or
their property. (Examples include: direct, veiled, conditional, violent)
Conflict of Interest A situation in which a person or a family member has a financial interest or
non‐financial interest that may compromise, or provide the incentive to
compromise, the behaviour in the conduct of the person’s duties at the
institution, the person’s influence on decisions that the institution may
make, or the person’s influence over his or her associates outside the
institution. A conflict of interest may be real, potential or apparent.
Employee Benefits Abuses Improper, misleading or deceptive actions/statements, falsification of
records, misrepresentation of actual conditions related to institution
benefits plans, including health and supplemental insurance plans, tuition
benefits and sick or other paid time‐off programs.

Category: Risk and Safety Matters
Confidentiality Confidentiality refers to the protection of the institute's and our
customer's non‐public information and use of such information only for
legitimate business purposes.
Data Privacy Refers to the technical, contractual, administrative and physical steps
taken by the institute to protect against unauthorized access to and
disclosure of personally identifiable data of employees and customers and
other third parties that we possess.
Disclosure of Confidential Unlawful and unauthorized disclosure or use of sensitive information, not to
Information be used other than for specifically identified purposes, to unauthorized
individuals or for personal gain or advantage.
Environmental and Safety Failure to meet the requirements of any applicable law, rule or regulation
Matters relating to the environment, working conditions or workplace safety,
including, without limitation, regulations promulgated by the Federal
Authorities of U.A.E. Examples include: Biohazard, biosafety, radiation)
Improper Supplier or Supplier or contractor activity in violation of institute's policies and
Improper Use of Unauthorized and unlawful disclosure of confidential information including
Intellectual Property, inventions, research and technical data, formulas, discoveries, designs,
Copyright Violations or improvements, ideas, manufacturing directives, computer programs,
Software Piracy trademarks, patents, copyrights, unpublished financial or pricing information
and all related documentation. Any misuse of the institution's information
technology.
Sabotage or Vandalism Destruction of institute's property (as tools or materials) or the hindering
of work by discontented workers. (Examples include: Equipment
destruction, stealing, work slowdown, computer virus)
Unsafe working conditions Failure of meeting requirements needed to perform all duties in a secure
environment. Potential areas of harm. (Examples include environmental
damage, OSHA, EPA, HSE, supervisor directive, poor housekeeping)
Waste, Abuse or Misuse of Improper or unauthorized use of this institute’s resources and technologies
Institute Resources for personal gain. The misuse/abuse of institute support services, equipment,
or assets.

Category: Medical
Healthcare Fraud Deliberate submittal of false claims to private health insurance and/or tax‐
funded health insurance programs such as Medicare or Medicaid.
Patient Abuse/Physical or Intentionally causing harm to a patient or neglecting a patient who needs
Verbal medical attention or assistance. Any language directed at a patient by an
employee which would be offensive or language used to berate, belittle,
or
otherwise cause the patient to feel intimidated or threatened.
Patient Care Failure of those responsible for patient care to properly attend to the every
day needs of a patient.
Patient Rights Failures of those responsible for patient care to allow a patient (s) to
follow/complete his/her treatment, i.e., Inadequate informed consent
for treatment.
Insurance Issues Exclusion of insurance for pre‐existing conditions, discrimination or non‐
treatment based on health status, non‐renew ability of insurance based
on health conditions.
Ethical Dilemma Failure of the physician to decide or act upon a situation in which a difficult
choice has to be made between two courses of action, either of which entails
transgressing a moral principle.
Improper Supplier or Supplier or contractor activity in violation of corporate policies and
contractor activity procedures; improper supplier or contractor selection based on personal

Category: Information Technology
Data Privacy/Integrity Refers to the technical, contractual, administrative and physical steps taken
by the institution to protect against unauthorized access to and disclosure
of personally identifiable data of students, faculty and other third parties
that we possess.
to deceive, mislead or acquire something of value. A fraud is an intentional
deception perpetrated to secure an unfair gain (examples include: Violation
of Policy, Sabotage).
Malicious/Inappropriate Use of institution’s Information Technology that violates the ‘Use of
Use of Technology Information Technology Resources Policy’.
Misuse of Resources Improper or unauthorized use of Institution resources for personal gain.
Improper Supplier / Supplier or contractor activity in violation of corporate policies and
Falsification of Contracts / Falsification of records consists of altering fabricating, falsifying, or forging all
Reports / Records or any part of a document, contract or record for the purpose of gaining an
advantage, or misrepresenting the value of the document, contract or
record.
Software Piracy/ Unauthorized use of corporately owned copyrights or software; also includes
Intellectual Property the use of unauthorized software on corporately owned systems.
Infringement
Theft The act of Stealing; specifically: the felonious taking and removing of
personal property with intent to deprive the rightful owner of it.

Category: Academic Affairs*
Alcohol/Drug Abuse The misuse of both legal and illegal drugs including alcohol. (Examples
include: cocaine, narcotics, marijuana, stimulants)
Cheating/ Plagiarism Authorized or unauthorized student usage of answers, papers, works, or
projects owned or created by another student, professional or individual.
Credentials Mis‐ Theft or forgery of titles, diplomas, transcripts, grades or other official
representation documents represented by an individual as his or her own.
Sexual Harassment The making of unwanted and offensive sexual advances or of sexually
offensive remarks or acts, especially by one in a superior or supervisory
position or when acquiescence to such behaviour is a condition of
continued employment, promotion, or satisfactory evaluation.
Student Safety An unsafe situation caused by the campus or students that would produce a
secure environment. (Examples include, environmental damage, poor
housekeeping, handling and disposing of hazardous materials.
Terrorism The threat, either domestic or international, to persons or property with the
intent of causing damage or physical harm.
Academic Misconduct Any form of unethical behaviour that violates the integrity of the academic
process, such as bestowing or seeking academic favours or advancements
on the basis of friendship or gifts, concealing conflicts of interest, or
deliberate failure to meet professional obligations.

Category – e‐Learning*
Confidentiality violation An unauthorized party gaining access of the assets present in
E‐Learning system.
Integrity violation An unauthorized party accessing and tempering with an asset used
in E‐Learning system.
Denial of service Prevention of legitimate access rights by disrupting traffic during the
transaction among the users of E‐Learning system.
Illegitimate use Exploitation of privileges by legitimate users.
Repudiation Person’s denial of participation in any transaction of documents.
Masquerade A way of behaving that hides the truth by the hackers.
Traffic analysis Leakage of information by abusing communication channel.
Brute‐force attack An attempt with all possible combinations to uncover the correct
Author’s rick An unauthorized use of the author’s complied material and data is modified
and reused in different contexts related to E‐Learning.
Teacher’s risk An unauthorized use of the teacher’s complied material, course content,
examination papers. Risk of teachers in the standardization of examination
questions and list of questions. Cheating during examinations
Student’s risk Misuse of login information by hackers. Writing and communication skills
of students. Phishing attempts by hackers using fake websites. Teacher not
always available online.
Source: Risks and Remedies in the e‐Learning System. International Journal of Network Security & Its
Applications (IJNSA), Vol.4, No.1, January 2012

Risk Management Approaches ‐
European University College will follow two main approaches for risk management;
 A reactive approach for managing risk.
 A proactive approach for managing risk.

A. Reactive approach for managing risk
 The reactive approach of risk management uses the incident reporting system
adopted by EUC and to establish a system for identifying, recording, and
following up on all incidents that constitute a genuine risk of harm to patients,
families, visitors, or staff.
 Upon discovering any incident in the college, follow the procedure stipulated in
the incident report policy; Refer to EUC incident reporting policy in the General
Policies & Procedures Manual
 A Root Cause Analysis (Refer to Appendix 1 for Root Cause Analysis (RCA) Form.
RCA is considered when an event meets any of the following criteria or in case of
a sentinel event:
 an unanticipated death or major permanent loss of function, refer to DHCR
Sentinel Event Policy.
 significant deviation from the usual processes for providing health care
services or managing the organization.
 Incident reports shall be reviewed and analysed, ensure timelines are met for
analysis
 Feedback shall be provided to individuals involved in the incident
 Actions shall be developed, implemented and documented to improve processes
 Continuous quality improvement initiatives shall be communicated to staff and
patients
B. Proactive approach for managing risk
The proactive approach for risk management is everybody’s responsibility in EUC. The
following are the five steps of the proactive risk management approach model adopted by
EUC and shall be used as guideline to follow in risk management projects.

3. Assess and analyse the risk

Decide what can go wrong and who are exposed to the risk
This is very important step since it will direct the project and priorities the decision‐making
process depending who will be exposed to a potential risk. After hazard identification
define‐
 The possible causes leading to the hazard
 Who will be exposed to the hazard

4. Analyse the risk

Evaluate the risks (how bad? how often?)
Evaluating and prioritizing risk is dependent on determining the likelihood of occurrence
and the potential severity if it were to occur. In EUC we adopted the risk matrix based on
two parameters likelihood of occurrence and severity.

Based on that the Risk Matrix, risk shall be classified into four main categories;
 Low risk (green) – Quick, easy measures implemented immediately and
further action planned for when resources permit.
 Moderate risk (yellow) – Actions implemented as soon as possible, but no
later than 60 days
 High risk (orange) – Actions implemented as soon as possible and no later
than 2 months
 Extreme risk (red) – Requires urgent action. The Chief Executive Officer is
made aware and immediate corrective action shall be implemented

An acceptable risk level shall be clearly defined based on the area or process audited,
preventive action plan should be developed and documented highlighting the roles and
responsibilities and defined time frame for action.

During risk assessment, a risk matrix is used to determine the amount of risk by weighing
the categories of chance and likelihood against the categories of consequence and severity.
This is a straightforward approach for increasing risk awareness and assisting management
decision‐making. The probability or likelihood measures likelihood of occurrence, or
frequency of the hazard, event or risk occurring while the consequence or severity factor is
the estimate of the consequence or impact on the organization. This can be a somewhat
subjective assessment, but should be quantified whenever possible.
EUC uses the Risk Matrix (below) to help guide the risk management team in analysing
identified risks.


Likelihood Criteria:
Rare (1) Unlikely (2) Possible (3) Likely (4) Almost Certain
(5)
Actual Probability Actual Probability Actual Probability Actual Probability Actual Probability
Frequency Frequency Frequency Frequency Frequency
Occurs Occurs Occurs

every 5 1% every 2-5 10% every 1-2 50% Bimonthly 75% At least 99%
years or years years monthly
more

Consequence Criteria
Insignificant Minor Moderate Major Catastrophic
(1) (2) (3) (4) (5)
Adverse event Minor injury or Significant injury Major Incident leading to
leading to minor illness, first aid requiring medical injuries/long term death or major
injury not requiring treatment treatment e.g., incapacity or permanent
first aid. required Fracture and/or disability Incapacity.
counselling. (Loss of limb)
No impaired <3 days absence requiring medical Event which impacts
Psychosocial Agency treatment and/or on large number of
functioning < 3 days reportable, e.g. Counselling patients or member
Injury extended hospital (violent and of the public
stay aggressive acts). Impaired
psychosocial
Impaired >3 Days absence functioning Permanent
psychosocial greater than psychosocial
functioning 3-8 Days six months functioning
greater than 3 extended hospital Incapacity.
days less than stay
one month
Impaired
psychosocial
functioning
greater than
one month less
than six months
Compliance Minor non- Single failure to Repeated failure Repeated failure Gross failure to
with compliance with meet internal to meet internal to meet external meet external
internal standards. standards or standards or standards. standards
Standards follow protocol. follow protocols.
(Statutory, Small number of Failure to meet Repeated failure to
minor issues Minor Important national norms meet national norms
Clinical, requiring recommendations recommendations and standards / and Standards /
Professional improvement which can be that can be Regulations regulations.
easily addressed addressed with
& by local an appropriate Critical report or Severely critical
Management) management management substantial report with possible
action plan. number of major
significant reputational or
findings and/or financial
lack of adherence implications.
to regulations.
Interruption in a Short term Some disruption Sustained loss of Permanent loss of

service which does disruption to in service with service which has core service or
not impact service with unacceptable serious impact on facility.
on the delivery of minor impact on service delivery of
Business service user care or Impact on service user care. service user care Disruption to facility
Continuity the ability to user care. or service leading to significant
continue to provide Temporary loss resulting in major ‘Knock on’ effect
service. of ability to contingency
provide service plans being
involved
Financial Less than 1000-3000AED 3000-7000AED 7000-15000AED More

Loss (per 1000AED than15000AED
local
Contact)

Risk Rating for Risk Assessment Matrix
Risk Rating 1‐4 Low Risk, Probability of harm to organization is low if control measure
not implemented. Action required within 6 months.
Risk Rating 4‐8 Medium Risk, probability of harm to organization is moderate
if control measures not implemented. Action required within 2
months.
Risk Rating 9‐15 High Risk, probability of harm to organization is significant if
control measures not implemented. Urgent action required.
Action is required within one month or considers stopping the
procedure.
Risk Rating 20‐25 Very High Risk, Unacceptable Risk‐ Take immediate action
The stopping of a procedure/process/service may need to be
considered.

Reporting/Review Arrangements
Risk Rating 1‐4 Low risks: are acceptable to EUC any actions required to reduce risk
will be the responsibility of the college to fund.
Risk Rating 4‐8 Medium risks: copies of risk assessment forms, along with timetable
and actions plans is agreed and checked by the Risk Management
Team.
Risk Rating 9‐15 High risks: will be reported to Chief Executive Officer and Director of
Student Services along with the proposed action plans, for action.
Actions are to be implemented according to the remedial plans and
within 2 months where possible.
Risk Rating 20‐25 Very High risks: will be reported to the Board of Trustees, Chief
Executive Officer and Director of Student Affairs with proposed action
plan and remedial plans to mitigate the risk. Actions are to be
implemented as per remedial plans and within 1 month where
possible.

5. Treat the risk

Strategies for Negative Risks:
 Avoid: Risk Avoidance involves changing the project management plan to eliminate
the threat posed by the risk. Some risks can be avoided by clarifying requirements,
obtaining additional information, improving communication or acquiring expertise.
 Transfer: Transferring a risk requires moving, shifting or reassigning some or all of
the negative impact and ownership to a third party. This does not eliminate the risk
but gives another party the responsibility to manage it.
 Mitigate: Risk Mitigation implies a reduction in the probability and/or impact of a
negative risk. Reducing the probability and/or impact of a risk occurring is often
more effective than dealing with the risk after it has occurred.
 Accept: This strategy indicates that the project team has decided not to change the
project management plan: schedule, approach or reduce project scope or is unable
to identify another suitable response strategy.

Strategies for Dealing with Negative Risks:
 Tolerate or Accept – This strategy indicates that the risk management team has
decided not to change a plan: schedule, approach or scope or is unable to identify
another suitable response strategy. If we cannot reduce the risk in a specific area (or
if doing so is out of proportion to the risk) we can decide to tolerate the risk e.g., do
nothing further to reduce the risk.
 Treat or Mitigate – Risk Mitigation implies a reduction in the probability and/or
impact of a negative risk. Reducing the probability and/or impact of a risk occurring
is often more effective than dealing with the risk after it has occurred. If we can
reduce the risk in a sensible way by identifying mitigating actions and implementing
them, we should do so.
 Transfer – Transferring a risk requires moving, shifting or reassigning some or all of
the negative impact and ownership to a third party. This does not eliminate the risk
but gives another party the responsibility to manage it. Here, college risks might be
transferred to other organizations, for example by use of insurance or transferring
out an area of work.
 Terminate or Avoid – Risk Avoidance involves changing the plan to eliminate the
threat posed by the risk. Some risks can be avoided by clarifying requirements,
obtaining additional information, improving communication or acquiring expertise.
This applies to risks we cannot mitigate other than by not doing work in that specific
area. So, example, if a particular project is very high risk and these risks cannot be
mitigated, we might decide to cancel the project.
Note: Integral and vitally important in the Risk Assessment process is the
communication, consultation, monitoring and review among key personnel and the risk
management team. Every step of the risk assessment process entails continuing
communication, consultations, monitoring and review so that a risk can be properly
identified, analysed, evaluated and treated. Each stage of the risk management process
must be documented.

Strategies for positive risks or opportunities:
 Exploit: This strategy may be selected for risks with positive impacts where the
organization wishes to ensure that the opportunity is realized. This strategy
eliminates the uncertainty associated with a positive risk by ensuring that the
opportunity definitely happens.
 Share: Sharing a positive risk involves allocating some or all of the ownership of the
opportunity to a third party who is best able to capture the opportunity for the
benefit of the project.
 Enhance: This strategy is used to increase the probability and or the positive impact
of an opportunity, identifying and maximizing key drivers of positive risks.
 Accept: Accepting a positive risk or opportunity is being willing to take advantage of
it should the opportunity come along.

6. Monitor and Review
 Record findings and propose an action plan.
 Review your assessment and update if necessary.
The multidisciplinary team should reassess the potential risk after the proposed action plan
and update the action plan or risk score. The proactive risk approach is a dynamic process
and should be regularly reviewed to achieve the ultimate goal.
Risk Monitoring Activities:
Once a risk is established, it is monitored on an ongoing basis:
 Monitor if a risk escalation trigger has occurred.
 Monitor if risk response actions are as effective as anticipated.
 Monitor if risk responses are implemented as planned.
 Monitor for Residual Risks (element of a risk that remains once the risk assessment
has been made and responses implemented).
 Monitor systematically to:
o Assess currently defined risks
o Determine actions to be taken
o Evaluate effectiveness of actions taken
o Report on the status of actions to be taken
o Validate previous risk assessment (likelihood and impact)
o Validate previous assumptions
o State new assumptions
o Identify new risks
Risk Control Activities
Once a risk is established, it is controlled on an ongoing basis:
 Validate mitigation strategies and alternatives
 Assess impact on the actions taken (scope, cost, time, schedule, & resources)
 Identify new risks resulting from risk mitigation actions
 Ensure that the Risk Management Plan is maintained
 Revise Risk Response plan(s)

Hierarchy of Control
Most effective Elimination: remove the hazard completely from the workplace or activity
(High Level)
Substitution: replace a hazard with a less dangerous one (e.g., a less hazardous chemical)

Redesign: making a machine or work process safer (e.g., raise a bench to reduce bending)

Isolation: separate people from the hazard (e.g., safety barrier)

Least effective Administration: putting rules, signage or training in place to make a workplace safer
(Low level)
Personal Protective Equipment: Protective clothing and equipment (e.g., gloves, hats)

 Hazard: any situation with the potential to cause harm.
 Risk: defined as the probability that a specific adverse event will occur in a specific
time period or as a result of a specific situation. It is a deviation from the expected
whether positive or negative effect.
 Clinical Risk: is the chance of an adverse outcome resulting from clinical
investigation, treatment or patient care.
 Severity/Consequences: the severity of the hazard should it occur. Outcome of an
event affecting the objectives
 Likelihood: the likelihood of occurrence, or frequency of the hazard occurring.
Chance of something happening.
 Level of Risk: Magnitude of a risk or combination of risks, expressed in terms of the
combination of consequences and their likelihood.
 Risk Analysis: Process to comprehend the nature of risk and to determine the level
of risk.
 Risk Assessment: Overall process of risk identification, risk analysis and risk
evaluation
 Control: Measure that is modifying risk.
 Root Cause Analysis: a systematic process of investigating a critical incident or a
sentinel outcome to determine the multiple, underlying contributing factors. The
analysis focuses on identifying the latent conditions that underlie variation in
performance and if applicable, developing recommendations for improvements to
decrease the likelihood of a similar event in the future.
 Action Plan: Identifies the strategies that the organization intends to implement in
order to reduce the risk of similar events occurring in the future. The plan should
address responsibility for implementation, oversight, pilot testing as appropriate,
time lines, and strategies for measuring the effectiveness of the actions.
 Monitoring: Continual checking; supervising, critically observing or determining the
status in order to identify change from the performance level required or expected.
 Residual Risk: Risk remaining after risk treatment.
 Stakeholder: Person or organisation that can affect, be affected by, or perceive
themselves to be affected by a decision or activity
 Reference: AS/NZS ISO 31000:2018 Risk management ‐ Principles and guidelines

Appendix 1: Root Cause Analysis (RCA) Form ‐ GM01HPO1‐PR1‐FR1
Appendix 2: Risk Assessment Template (Business)‐ GM01HPO1‐PR1‐FR2
Risk Assessment Template (EHS) ‐ GM01HPO1‐PR1‐FR3

Appendix 1: Root Cause Analysis (RCA)

ROOT CAUSE ANALYSIS (RCA) FORM
NEAR MISS EVENT  SENTINEL EVENT
PATIENT’S NAME : DATE OF EVENT: FILE NUMBER:
THE EVENT
DESCRIPTION OF WHAT
HAPPENED
(IT MAY BE USEFUL TO INSERT A
FLOWCHART OF THE ACTUAL
EVENT)
CONTRIBUTING FACTORS & ROOT CAUSES
IF YES, TICK APPROPRIATE BOX(ES) AND DESCRIBE HOW IT APPEARED TO
CONTRIBUTE:
WERE APPROPRIATE POLICIES /
PROCEDURES OR GUIDELINES –
YES  BEHAVIOURAL CLINICAL IDENTIFICATION
1. OR LACK / MISUNDERSTANDING
NO ASSESSMENT GUIDELINES PROCESS
OR A MISUSE THEREOF – A
COORDINA
FACTOR IN THIS EVENT? PATIENT OBSERVATION Others,
TION OF
PROCESS ______________
CARE
CONTRIBUTE:
WERE THRE ISSUES RELATED TO RECRUITME

YES  STAFF ALLOCATION STAFF SUPERVISION
2. HUMAN RESOURCES IN THIS NT
NO
EVENT? STAFF
 STAFF APPRAISALS & TRAINING & Others,
COMPETENCY ORIENTATIO _______________
N
IF YES, TICK APPROPRIATE BOX(ES) AND DESCRIBE THE PERCIEVED
DEFICIENCY:
WAS COMMUNICATION A FACTOR YES  COMMUNICATION BETWEEN STAFF AND MANAGEMENT

3.
IN THIS EVENT NO
COMMUNICATION
 COMMUNICATION BETWEEN STAFF BETWEEN STAFF AND
PATIENT
CONTRIBUTE:
WAS A LACK OF INFORMATION
 COMMUNICATION OF HEALTH INFO COMMUNICATION OF
OR MISINTERPRETATION OF YES
4. BETWEEN SERVICE & EXTERNAL SERVICE ELECTRONIC HEALTH
HEALTH INFORMATION A FACTOR NO
PROVIDERS INFORMATION
IN THIS EVENT?
Others,
 DOCUMENTATION _____________________
______
IF YES, TICK APPROPRIATE BOX(ES) AND DESCRIBE THE MALFUNCTION /
ABSENCE AND STATE HOW IT APPEARED TO CONTRIBUTE:
WAS EQUIPMENT (OR THE USE
OR LACK OF USE OF EQUIPMENT) YES  INCORRECT USE OF EQUIPMENT LACK OF EQUIPMENT
5.
INVOLVED IN THIS EVENT IN ANY NO
WAY? Others,
 FAULTY EQUIPMENT _____________________
_______
WAS THERE AN ISSUE WITH THE IF YES, DESCRIBE HOW IT APPEARED TO CONTRIBUTE:
PHYSICAL ENVIRONMENT OF THE
HEALTH SERVICE OR
YES
6. SUITABILITY OF THE
NO
ENVIRONMENT TO SUPPORT THE
FUNCTION IT WAS BEING USED
FOR A FACTOR IN THIS EVENT?
WERE EXTERNAL FACTORS AN IF YES, DESCRIBE THE EXTERNAL FACTORS THAT MAY HAVE
ISSUE IN THIS EVENT? EG. YES CONTRIBUTED:
7.
SERVICE PROVISION FROM AN NO
EXTERNAL ORGANIZATION
CONTRIBUTE:
 LEADERSHIP DOESN’T PROMOTE CULTURE  LEADERS DOESN’T

YES
8. LEADERSHIP FACTORS OF RISK REDUCTION COMMUNICATE PROPERLY
NO
WITH STAFF
 LEADERS PROMOTE FEAR CULTURE  Others,
_____________________
______
YES IF YES, DESCRIBE THE OTHER FACTORS THAT MAY HAVE CONTRIBUTED:
9. OTHER FACTORS
NO

DESCRIPTION OF
CONTRIBUTIN PERSONNEL
RECOMMENDATI LEADERS
G FACTORS / RESPONSIBLE FOR OUTCOME MEASURE LEADERS
ON ADDRESSING NOTES IF
DESCRIPTION IMPLEMENTING MEASURE DATE CONCUR
CONTRIBUTING NO
OF ITEM RECOMMENDATION
FACTOR(S)
YES NO
YES NO
SIGNATURE 1: DATE:
SIGNATURE 2: DATE:

Appendix 2: Risk Assessment Forms

BUSINESS RISK ASSESSMENT TEMPLATE
Location: Reference:
Assessor’s Name: Assessment Date:
Assessor’s Position: Review Date:

Consequence/Impact‐
Risk Rating Mitigation Action by
where relevant (Time,
Category Risk Likelihood (Likelihood x Measures Whom &
Cost, Performance,
Consequence) Required when
Financial)
Strategic
Compliance
Operational
Financial
Reputation
Security &

Fraud


EHS RISK ASSESSMENT TEMPLATE
Location: Reference:
Assessor’s Name: Assessment Date:
Assessor’s Position: Review Date:

Risk Rating Action by
Area or Potential Control Measures Control Measures
People at Risk (Likelihood x Whom &
Activity Hazards in Place Required
Consequence) when


Appendix 3: Risk Register ‐ GM01HPO1‐PR1‐FR4
Appendix 3: Risk Register

EUC Risk Register

Function/Activity: Compiled by: Date:
Date of Risk Reviewed by: Date:
Review:
Ref. The Potential Potential Analysis Risk Treat Action Responsibiliti Time Status
# Risk Causes Consequenc Priority Risk Y/N Plan/Mitiga es Frame Completed
Likelihoo Conseque Level of
es d nces Risk tion / In
measures Progress

Approval:
Approved by: CEO/Designee | Signature:_________________| Date:__________________

Review Log:
Version 1 Dean / 01 September 2007 Initial
Version 2 CEO /Date


POLICY #: GM01IPO1
CAA Standard:
CAA 2019 Standard: Annex 3 (1i)
Responsible:

1.i Multiple Campus Coordination Cross Reference: None

The European University College has only one campus in Dubai and does not require multiple
campus coordination at this time

POLICY #: GM01JPO1
CAA Standard:
CAA 2019 Standard: Annex 3 (1j)

Responsible:
1.j Campuses of UAE Institutions in Other
Countries Cross Reference:

The European University College is located on a single campus and has no branch campuses in
other countries.

POLICY #: GM01KPO1
CAA Standard:
CAA 2019 Standard: Annex 3 (1k)
Responsible:
1.k Branch Campuses of Foreign Institutions Cross Reference:

The European University College is located on a single campus and has no affiliations with
foreign institutions

POLICY #: GM01LPO1
CAA Standard:
CAA Standard 2019 Annex 17 (1l)

Responsible:
1.l Substantive Change at Program Level Policy Chief Executive Officer / Quality
Assurance

Purpose:
The purpose of this policy is to provide criteria for re‐initiating previously accredited programs at
European University College (EUC).

Applicability:
The policy applies to all EUC programs that were previously accredited by the Commission for
Academic Accreditation (CAA) Ministry of Education, UAE.

None

Policy:
European University College (EUC) will seek approval from the CAA for changes to its educational
programs that significantly modify a program's key characteristics: its goals, intended learning
outcomes, basic structure and mode or place of delivery.
EUC ensures that the institution will notify Commission on Academic Accreditation on the
following situations:
● Before the Change
a. Before a change to one or more of a program's key characteristics, EUC will notify
the CAA early in its planning and meet with an officer of the CAA shortly
thereafter. This provides an opportunity for the CAA to counsel the institution
about the potential impact of the change to its status, if any, and the procedures
that need to be followed.
b. The CAA will determine the type and extent of review which the change warrants,
whether it is to be an on‐site review by a member of the CAA or involve external
reviewers. Some changes are sufficiently limited in nature and scope that they
may be approved with minimal review, or distance or desk review; however,
others may require an extensive on‐site review.
● Having initiated the change
EUC must give the CAA a report at least four months before the date on which the change is
to be implemented. The report should provide the necessary information and analysis in as
concise a presentation as possible. A one‐page executive summary should be attached. The
report must include:
a. a rationale for the change, with evidence of the need for it, and authorization by
the governing body and other relevant parties;
b. a detailed description of the proposed change;
c. any additional faculty or professional staff and other personnel needed to
implement changes, and their qualifications;
d. any additional Learning Resource Centre materials, and other learning resources
and facilities required by the change;
e. any physical plant expansion and additional equipment required by the change;
f. projections of other needs over the next several years, including estimates of the
additional costs;
g. Evidence that the institution has adhered to Annex 15: Courses Taught Through e‐
Learning if the proposed change involves offering e‐learning programs or courses.

● Evaluation by CAA
When EUC receives the report, the CAA will review the change, determining the scope and
type of evaluation required. The CAA may decide to:
a. approve the change without conditions;
b. approve the change with specified conditions;
c. require an on‐site visit by the CAA or an external team;
d. defer consideration;
e. Deny the proposed change.

● Notification and Status
Only after the CAA has notified the institution that the change is acceptable may it assume
that the change has not affected, and will not affect, its license and registration or its
program accreditation. If an institution proceeds with the change without CAA approval, it
risks jeopardizing its status.

Approval:
Approved by: Board of Trustees | Signature:_________________| Date:__________________

Review Log:
Version
Number

2. Quality Assurance

POLICY #: QA02APO1
CAA Standard:
Responsible:
2.a Quality Assurance/ Institutional Quality Assurance
Cross Reference: QA Manual; PPM
Effectiveness Policy

Purpose:
To ensure continuous improvement at European University College (EUC) through a process of
self‐evaluation and actions planning is implemented and sustained.

Applicability:

This policy applies to all staff of European University College (EUC).

Definitions and Abbreviations: None

Policy:
European University College (EUC) commits to maintain the academic standards, quality
assurance and continuous enhancement systematically and regularly monitoring, reviewing and
evaluating the effectiveness of all aspects of its operations and educational programs.

EUC ensures the scrupulous and effective use of independent academic and professional advice
as it evaluates its programs and courses and its academic, student, and administrative services
based on evidence.

EUC will benchmark its performance against the best equivalent practices of other local and
international institutions.

EUC uses the results of evaluations in planning, budgeting, establishing its priorities, and
improving educational programs and services and demonstrates how evidence‐based planning
has led to improvements in programs and services, to new programs and services, and to more
effective and sustainable use of resources.

EUC has a quality assurance manual that clearly sets out all quality assurance policies,
procedures and activities and shows how they are integrated into a single system to continually
appraise and improve the institution as a whole and its programs, services, and operations,
including any joint programs. It complies with the requirements set out in CAA Standard 2019,
Annex 8: Quality Assurance Manual.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date:_________________

Review Log:


PROCEDURE #: QA02APO1‐PR1
CAA Standard:
Responsible:
Quality Assurance
2.a Quality Assurance/ Institutional
Cross Reference: QA Manual; PPM
Effectiveness Procedure

Purpose:
This procedure explains the relationship between institutional and program research, academic
planning, and budgeting at European University College (EUC).
Applicability:
This procedure applies to all staff of European University College (EUC).

Procedure:

Quality Assurance (QA) Unit:
 The QA unit is responsible for implementing the EUC’s internal quality assurance system.
 The QA unit is directed by an appropriately qualified and experienced individual reporting
directly to the EUC’s senior management.

The main objectives of EUC Institutional Effectiveness function are as follows:
 provide feedback for continuous improvement;
 continuously improve and revise curriculum;
 continuously improve teaching and clinical training;
 provide input for decision‐making in related processes;
 plan for the following periods: strategic, long‐term, and annual;
 allocate and reallocate resources;
 develop faculty and staff;
 determine student (Resident Doctors) satisfaction with educational experiences at EUC;
 determine faculty and staff satisfaction with organizational culture, climate, mission,
program, and services;
 determine perceptions of the experience of Alumni at EUC; and
 Measure efficiency and effectiveness of Institution processes.

I. Institutional Planning and Assessment
By managing and fostering ongoing, systematic, and institution‐wide planning and evaluation,
the Quality Assurance Unit (QA) helps the University achieve its mission. The Unit has the
following aims:
 Providing timely and reliable statistics and data to fulfil the needs of various University
departments
 To support EUC's diverse strategies that assist faculty, staff, and administration in
creating a dynamic and engaging environment for students.

The Quality Assurance unit assists the University institutional effectiveness process. The
following are some of its responsibilities:
 Regular review and as appropriate revises the Institutional Effectiveness approach and
protocols.
 Providing assessment and planning advice to any administrative or academic unit.
 Creating a platform where assessment approaches and techniques can be shared.
 Increasing the awareness of the necessity of assessment.
 Departments that want to perform a thorough self‐study may refer to the Effectiveness
Reports to make major curriculum or organizational changes.
 Conducting review of performance indicators by end of each semester. Report shall
highlight accomplishments, potential problems, and trends.
 EUC uses a variety of assessment methods to determine its institutional effectiveness.
EUC uses these broad‐based assessment techniques for all of the institutional goals and
objectives.

CORE INDICATORS OF EFFECTIVENESS

# Core Indicator Responsibility for Indicator
1 Student Goal Attainment Director of Student Services (P /R )
2 Persistence (Fall to Fall) Registrar
3 Degree Completion Rates Registrar
4 Placement Rate in the Workforce Director of Student Services (P /R )
5 Employer Assessment of Students Director of Student Services (P /R )
6 Students’ Intake Registrar
7 Demonstration of Critical Literacy Skills Program Director
8 Class Average Registrar
9 Independent Learning Registrar
10 Ability to Communicate Registrar
11 Instruction Program Director
12 Computer Labs & Teaching Aids Program Director
13 Curricula Program Director
14 Demand on The Program Registrar
15 Number & Rate Who Transfer Director of Student Services (P /R )
16 Clinical work Director of Student Services (P /R )
17 Success in Subsequent, Related Coursework Registrar
18 Learning Resource Center Director of Student Services (P /R )
19 Counselling & Career Development Director of Student Services (P /R )
20 Academic Advising Director of Student Services (P /R )
21 Student Activities & Publications Director of Student Services (P /R )
22 Utilization of Lecture, Clinical, labs & Practical Registrar
Rooms
23 Utilization of Teaching Staff Registrar
24 Administration Unit Quality Officer
25 Registrar Unit Registrar

a. Academic Program Assessment and Evaluation
Developing Outcomes for Educational Programs:
 Ongoing course learning outcomes (CLOs) and program learning outcomes are used to
determine the annual results.
 Five CLOs per course relevant to student learning are identified and measured annually
wherein the data gathered is used to improve the course.
 The learning outcomes must be measurable or observable, and each learning outcome
should be assessed using at least one or two techniques.
 The method used to assess learning outcomes should define the desired level of
performance. It should be reasonable.
 Faculty must proactively contribute towards the development of the course learning
outcomes.

Methods of Creating an Assessment Plan for an Academic Department:
 a minimum of five CLOs per course in each degree program is established;
 establish clear, measurable and realistic criteria for each CLO;
 identify appropriate methods of assessment per CLO;
 collect data on student performance per CLO using the identified assessment methods by
program following an accepted time‐line;
 Analyse the data and use outcomes of the analysis for improvement of the course.
 analyse the data from assessment activities per CLO per PLO and utilize the aggregated
outcomes of the analysis to enhance the academic degree program;
 Format a plan that will result in program improvement.
Educational Support Services Assessment and Evaluation
 Assessment is most effective when the unit being assessed has a clear and defined
mission or goal statement.
 Assessment must be continuous and ongoing to meet requirements for accreditation.
 Assessment generates the information or evidence needed to evaluate the overall
performance of a unit's work.
 The desired outcomes mist be aligned to the mission and goals and strategic plan of the
University.

 The institutional effectiveness process is as follows:
 Set the goals (intended outcomes);
 Identify the level (criteria) at which the goal is to be met;
 determining whether the goal/intended outcome has been met through the use
of established metrics and procedures;
 analyse the data;
 Use the data to help you improve.

Evaluation of EUC Administrative Functions:
 Only evaluate three to five outcomes every year; the identified outcomes should reflect
the unit's key goals.
 The intended outcomes must be tied to the Institution's Mission and Goals and Strategic
Plan.
 At least one of the intended outcomes should focus on customer satisfaction, if
applicable.
 Intended outcomes must be quantifiable and verifiable, and at least two evaluation
measures for each outcome are recommended.
 For each targeted outcome, each evaluation measure or technique should describe a
desired degree of performance (criteria).
 The desired level (criteria) must be reasonable and not excessively high or low.
 Development of the institutional effectiveness plan should involve all members of the
unit.

Process to Creating an Administrative or Educational Support:
 Develop three to five administrative objectives.
 Identification of appropriate assessment method
 Define the criteria for the desired educational outcome.
 Collect data according to a timetable using the assessment methodologies identified by
the unit.
 Keep track of findings made during assessment and use the findings to strengthen the
academic degree program.
 Format a Plan.

II. Data Gathering of the Core Indicators
The methods which will be used to collect the data required for the Core Indicators, along with
who is responsible for collecting the data and when it must be collected, are outlined in the table
below.

The data needed for the core indicators of institutional effectiveness is collected using the
following methods (questionnaires, surveys, forms, and reports).
Code Title Responsibility Time Frame
Director of Student
CS01 Student Evaluation of the College’s Services End of every semester
Services
CS02 Student Program Evaluation Form Program Director End of every semester
Director of Student 2nd week of October & May
CS03 Periodic Graduate Follow‐Up Questionnaire
Services every year
Director of Student 2nd week of October & May
CS04 Employer Questionnaire
Services every year
Periodic Graduate Follow‐Up Questionnaire for Director of Student 2nd week of October & May
CS05
Transfer Students Services every year.
Code Title Responsibility Time Frame
Faculty Evaluation of the Learning Resource
CS06 Program Director End of every semester
Center
CS07 Faculty Module Review Report Program Director End of every semester
Director of Student
CS08 IT Experts Evaluation of Programs End of every semester
Services
CS09 Class Visit Report Program Director Twice each semester
CS10 Evaluation of the Teaching Staff Performance Program Director End of every semester

Types of collected data and the assessment methods…
QUANTITATIVE DATA:
S. No. Data Details Period Person / Office
Annually after the
1. Application and enrolment trends completion of Registrar
admission processes
Annually at the end of
2. Retention and completion rates Registrar
each academic year
Student achievement in general At the end of each
3. Registrar
education semester
Student achievement in the professional Annually and at the
4. Registrar
program end of each semester
Direct contact with licensing
Certification and licensing test scores (if
5. Annually /testing agencies, Director of
any)
Student Services
Grade distribution by faculty,
6. Annually Registrar
department, College, and Institution
7. Job placement rates Annually Director of Student Services
8. Employer surveys and feedback Annually Human Resources Office
After graduation of
9. Alumni Surveys Director of Student Services
each cohort
External recognition of achievements of
10. Annually Director of Student Services
students and graduates
11. Assessment of faculty teaching Twice annually Program Directors
Summary of student evaluation of
12. Twice annually Program Directors
course
Faculty research productivity – proposal
13. Annually Program Directors
submitted; research grants received
14. Faculty awards and recognition Annually Program Directors

QUALITATIVE DATA:
S. No. Data Details Period Person / Office
Student perceptions of their Graduating Students and
1. Annually
development towards educational goals Department Chairs
External review of various programs and
At the end of each
2. student achievement in them ‐ External Deans
Institution examination
Examiners reports
External review and audits of academic
Director of Quality Assurance
3. programs – Commission for Academic Every 5 years
and Vice Chancellor Office
Accreditation (CAA) reports
4. Student feedback on orientation, Annually Department Chairs
advising, classroom teaching, clinical
teaching, laboratories; fieldwork,
internship, and student research
5. Faculty surveys Annually Department Chairs
6. CLO – PLO assessment Annually Deans

III. Summarizing the Gathered Data
The tools used to describe the data collected, as well as who is responsible for each component,
are detailed in the section below.
 The forms below are used to summarize the data gathered in the previous section.
 The officers in charge of collecting the data are also in charge of summarizing it using the
forms below.
 The methods are different between the type of question used (e.g., multiple‐ choice
questions and writing comments and suggestions.
 When using multiple‐choice questions, the results must be summarized as the
percentage of students who chose each option.
 If the person is requested to offer an opinion or provide ideas, all of the responses are
listed for each question. However, similar comments or suggestions are only made once,
and the number of persons who provided this input is listed next to the response.

The forms used to give the summary of the data gathered are listed in the table below.
Code Title Responsibility
S01 Student Evaluation of the College’ Services Summary Director of Student Services
S02 Student Program Evaluation Form Summary Program Manager
S03 Periodic Graduate Follow‐Up Questionnaire Summary Director of Student Services
S04 Employer Questionnaire Summary Director of Student Services
S05 Periodic Graduate Follow‐Up Questionnaire for Transfer Students Summary Director of Student Services
S06 Faculty Evaluation of the Learning Resource Center Summary Program Director
S07 Faculty Module Review Report Summary Program Director
S08 IT Experts Evaluation of Programs Summary Director of Student Services
S09 Class Visit Reports Summary Program Director
S10 Evaluation of the Teaching Staff Performance Summary Program Director
S11 Student Persistence Report Registrar
S12 Degree Completion Rates Report Registrar
S13 Students’ Intake Report Registrar
S14 Demonstration of Critical Literacy Skills Report Program Director
S15 Class Average Report Registrar

S16 Independent Learning Report Program Director
S17 Ability to Communicate Report Program Director
S18 Demand on Programs Report Registrar

S19 Report on Transfer Students at EUC Director of Student Services
S20 Report on Success in Subsequent, Related Coursework Director of Student Services
S21 Report on the Utilization of Lecture and Practical Rooms Registrar
S22 Report on the Utilization of Teaching Staff Registrar
S23 External Quality Auditors Evaluation of the Administration Unit Quality Officer

IV. Analyzing the Summarized Data
 The Quality Officer is in charge for constructing the final results for each Core Indicator.
 Performance standards for each core indicator is described as follows:
Dark Green >= 90%
Light Green >= 80% & <90%
Amber >= 60% & < 80%
Red < 60%

V. Producing the Final Results for the Core Indicators
For each core indication, the Quality Coordinator is in charge of providing the final result;
the table below demonstrates how the results should be presented.

# Core Indicator Result
1 Student Goal Attainment Aa
2 Persistence (Fall to Fall) Aa
3 Degree Completion Rates Aa
4 Placement Rate in the Workforce Aa
5 Employer Assessment of Students Aa
6 Licensure/Certification Pass Rates Aa
7 Students’ Intake Aa
8 Demonstration of Critical Literacy Skills Aa
9 Class Average Aa
10 Independent Learning Aa
11 Ability to Communicate Aa
12 Instruction Aa
13 Computer Labs & Teaching Aids Aa
14 Curricula Aa
15 Demand on Programs Aa
16 Number & Rate Who Transfer Aa
17 Performance after Transfer Aa
18 Success in Subsequent, Related Coursework Aa
19 Learning Resource Center Aa
20 Counselling & Career Development Aa

Final Report on Institutional Effectiveness:
The QA is responsible for producing an annual evaluation report on the effectiveness of its
quality assurance system, and the performance and effectiveness of its quality assurance unit.
Annually, in February, The EUC will provide a report on institutional effectiveness that will
include the findings of the core indicators. The report includes the following sections:
 If available, the Institutional Effectiveness Report from the previous year.
 Summary Forms for the Collected Data (S1–S23).
 Evaluation of the Summary forms
 Final Results for the Core Indicators
 Comments for improvements of the Core Indicators provided by the members of the
Institutional Effectiveness Committee
 Blank forms for corrective actions (Corrective Action Request CAR)

The QA unit documents, in an annual effectiveness report or equivalent, improvements resulting
from the regular evaluations and shows how these improvements are used in institutional
planning and budgeting.

Actions taken basing from the Result of Core Indicator Measurement:
 The QA is in charge of making all EUC arrangements for this meeting.
 At least one week before the meeting, all committee members must get a copy of the
final report.
 The QC is also in charge of the EUC meeting minutes, which includes noting the measures
that need to be performed to improve the QA unit's efficacy.
 The Academic Board should pay close attention to the outcomes of core indicators with
Amber or Red performance standards. The secretary of the Quality Assurance unit must
record a Corrective Action Request (CAR) for any indicator when the performance level is
Amber or Red, according to the College's integrated quality management system
(certified ISO 9001:2000).
 In each situation, the fundamental reason of the noncompliance must be identified, and
an action must be taken to rectify the noncompliance and strengthen the institute's
performance in this area, with the goal of achieving a dark green or light green level of
performance.
 The Chief Executive Officer must appoint a senior officer or faculty member to be in
charge of the corrective action(s) and set a deadline for monitoring progress or results.

VI. Continuous Improvement of the EUC Quality Assurance System
 The quality assurance system has a clearly established policies and procedures for using
demonstrably independent academic and professional advisers in a rigorous, systematic,
and effective manner.
 The QA unit establishes a structure for maintaining complete control over all areas of its
educational program(s), ensuring that it bears primary responsibility for the awarding of
any degree as well as the quality, rigor, effectiveness, and supervision of those programs.
 The QA unit is in charge of following up with all affected employees to see how far
they've progressed on the actions that were determined during the meeting and noting
their progress on the appropriate action request form.
 Program and support system improvements are routinely assessed and evaluated for
performance.
 Stakeholders from both inside and outside the organization will continue to be involved
in the formulation and execution of key performance indicators.
 The success and continual improvement of the items connected to core indicators will be
determined by key stakeholders (staff directly responsible for an institute's mission).
 The QA unit uses the outcomes of internal assessments to guide the production of Self‐
Studies required by the CAA for Institutional Licensure or Program Accreditation, as per
the Procedural Manuals' criteria.
 Appropriate staffing resources will be made available to support organizational research
and quality assurance systems, as well as opportunities for professional development for
the quality assurance unit's staff.

None

None

Approval:
Approved by: CEO/Designee | Signature:_________________| Date:_____________________

Review Log:
Version 1 Dean / 19 December 2020 Initial
Version 2 CEO /Date

3. Educational Programs

POLICY #: EP03APO1
CAA Standard:
Responsible:
3.a Program Planning and Development Policy Chief Executive Officer / Quality
Assurance

Purpose:
The purpose of this policy is to ensure that the College follows an accepted and systematic
planning process to be used by EUC to develop successful programs.
Applicability:
This policy applies to the step‐by‐step process used in program planning
Program development is a continuous, thorough planning process for establishing initiatives.

Policy:
EUC believes that each program of the institution should support the College mission. Each
program deserves an excellent program plan that outlines the events and activities to reach
program goals.
Program planning is essential to program development. The plan must provide specific goals,
measurable activities and detailed steps. A thorough, practical planning effort is the key to
success.
The goal, activity or step must support the program in order to support EUCs’ ultimate mission,
vision, or strategy.
Stakeholders must be identified and involved in the planning and development process.
The following are included to thoroughly assess the need and feasibility of developing a new
program:
● Market analysis;
● Analysis of competing programs;
● Projections of resource requirements;
● Determinations of student interest and national need; (Needs Assessment)
● Enrolment projections;
● Identification of required facilities;
● Human and non‐human resource requirements;
● Short and long‐term budgets
● Benchmarking in the development of new programs

Advice and input related to the proposed program and its learning outcomes should be sought
from‐
● Potential employers
● Relevant advisory committees
● Faculty in the development of curricula

EUC must ensure that all programs and curricula are approved by the governing body.

Approval:
Approved by: Board of Trustees | Signature:_________________| Date:____________________

Review Log:
Version
Number


PROCEDURE #: EP03APO1‐PR1
CAA Standard:
Responsible:
3.a Program Planning and Development Cross Reference: PPM
Procedure

Purpose:
The purpose of this procedure is to identify the steps in program planning and development.
Applicability:
This procedure applies to any planned initiatives or proposals for a new program.
Procedure:
Planning Proposal Steps:
In each step of the planning stage, questions are asked in each planning step in order to identify
the weaknesses and strength of the proposed program.
1. Conduct a needs assessment to determine what the community requires.
2. Develop Goals – What are the projected results next year or next 3 years?
3. Determine Resources — what resources does the program require to accomplish its
goals?
4. Assign Leadership Tasks – Who will be in charge of each program section? How will it be
organized?
5. Implementations, Linkages and Collaborations ‐ What relationships are needed to
establish with other social agencies, universities, community organizations.
6. Consider sources for funding – where will you get financial support?
7. Evaluate – How will you know if the objectives have been met?
8. Revisions of the program – What will you change in order to improve the program?

Steps in Program Development:
The steps in the program development phase shall require concrete results or evidences to
support each step. This will include the use of worksheets.
1. Conduct a Needs Assessment
2. Develop Mission, Goals and Objectives – using the SMART technique
3. Identify Funding Resources
4. Assign Leadership Tasks
5. Design the Program
6. Implement the Program
7. Evaluate the Program

A project timetable with corresponding milestones and deliverables should be available.
Timetable must ensure that the program can be implemented with the planned timeframe.
Program Proposal Approval:
The final Program Proposal is submitted to the Academic Advisory Council for decision.
Recommendations will be provided either to‐
 Proceed with the Program development
 Further review and consideration of portions in the submitted proposal
 Rejection of the Program proposal to proceed.

Responsibilities:
Chief Executive Officer is responsible for conducting the Needs Assessment, development of the
Mission, Goals and Objectives. Establish the final program's details. Identify staffing needs. He is
in charge of recognizing viewpoints that could be used in the program development and
designates responsible persons for each development step.
Finance Manager is in charge of determining how much money is required and compiling a list of
potential funding sources. Determine how to evaluate the program and its cost. Make a budget
that accounts for salary and benefits, as well as shared expenditures, cost of the program, and
associated expenses.
Program Director and staff will implement the program and its activities. Verifies records and
qualifies program actions and their consequences to the program development.

None

None

Approval:
Approved by: CEO/Designee | Signature:_________________| Date:__________________

Review Log:
Version 1 CEO /Date Initial


POLICY #: ED03BPO1
CAA Standard:
(6H)
Responsible:
3.b Program Specification Policy Chief Executive Officer
Purpose:
To provide students and potential students a guideline so they can understand the program
learning outcomes as well as the prerequisites and expectations for admission to the program.

Applicability:
The program specifications apply to all programs offered at European University College (EUC).

A program specification is the definitive statement of information on a program's aims, learning
outcomes, structure, admission requirements, approaches to teaching and learning, assessment
and quality assurance.

Policy:
EUC adopts CAA standards 2019, Annex 10 related to Program Specifications.

EUC publishes a detailed specification sheet for each program it offers, which‐
a. Is a primary source of facts about the program; requirements for admission, their roles
and responsibilities and student learning outcomes;
b. Aids appointed staff responsible for the development of the curriculum in
comprehending the structure of the programs and its learning outcomes;
c. enables assessors to fully grasp the program learning outcomes and methodology;
d. serves as a resource for employers especially in terms of key competencies, expertise,
and capabilities that graduates of the program can expect;
e. facilitates EUC in disseminating critical program information to external stakeholders;
f. is a checklist for getting feedback from students on how well they thought the learning
opportunities were achieved.

A program specification typically includes:
a. title of the program and its code number;
b. author(s);
c. date the document was created;
d. Program’s dates of initial accreditation and program renewal.
e. program’s dates of international accreditation and renewal of accreditation, if applicable;
f. academic unit(s) responsible for the academic program's delivery;
g. delivery support partner (as applicable);
h. mode of delivery;
i. academic aims of the program
j. program learning outcomes;
k. completion requirements;
l. program structure;
m. support for students and their learning;
n. admission criteria;
o. program‐supporting facilities, such as research labs, classrooms, clinical rooms, dental
laboratory and other specialized resources
p. Quality assurance assessment methods for evaluating and improving teaching and
standards;
q. program learning outcomes assessment plan

A program specification template is supplied to assist in the preparation of a thorough and
understandable document that ensures consistency in the information provided to present and
projected students regarding each of the College's programs.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date: ___________________

Review Log:
Version
Number


POLICY #: EP03CPO1
CAA Standard:
Responsible:
3.c Undergraduate Completion Requirements
Cross Reference:
Policy

This policy does not apply since the College currently does not offer undergraduate programs.


POLICY #: EP03DPO1
CAA Standard:
Responsible:
3.d Graduate Completion Requirements Policy Chief Executive Officer / Quality
Assurance

Purpose:
This policy defines the completion requirements for graduate programs at European University
College (EUC).

Applicability:
This applies to all EUC students as well as all faculty and staff.

None

Policy:
European University College (EUC) ensures that the College's confirmation of completion and
academic degree awarding functions are carried out in accordance with academic principles,
standards, and expectations appropriate to its educational mission and that they are carried out
with the essential characteristics of authenticity, impartiality, reliability, and efficiency.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date: __________________

Review Log:
Version 1 Dean / 30 October 2018 Initial
Version 2 Board of Trustees/ 02 January 2022 Revised


PROCEDURE #: EP03DPO1‐PR1
CAA Standard:

Responsible:
3.d Graduate Completion Requirements Chief Executive Officer/ Quality
Procedure Assurance
Cross Reference: PPM; Catalogue; Student
Handbook

Purpose:
To detail the methods for determining, confirming, and awarding academic degrees.

Applicability:
This applies to all EUC students as well as all faculty and staff.

Procedure:
Students who complete all the requirements of the degree are qualified to graduate. The
graduation ceremony will be held at the start of each academic year for the previous year’s
students.
Each of the following conditions must be met in order for the student to be eligible for
graduation:
● The registered student must adequately complete the curriculum
● Must achieve a CGPA of at least 3.0.
When the Program Director certifies that the student has completed the program and has
satisfied the criteria for graduation, upon the request of the student advisor, the student
becomes a degree candidate, and they are recommended to the faculty for the conferring of the
degree.
Students must have paid their tuition and fees to the College within the timeframe set by the
Admissions and Registration Office. On past‐due accounts and loans, the graduation certificate
and transcripts will be withheld.
To graduate with distinction, students must have not have failed any of the prescribed courses of
the program studied at the EUC.
The head of enrolment creates a degree audit and prepares the degree/certificates for the
graduate's confirmation and issuance. One week before the graduation ceremony, the list of
graduates is provided to the Board of Trustees (BOT) for confirmation.

None

None

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: ___________________

Review Log:
Version 2 CEO /Date


POLICY #: EP03EPO1
CAA Standard:
Responsible:
3.e Course Substitution Policy
Cross Reference:

This Policy does not apply to European University College


POLICY #: EP03FPO1
CAA Standard:
Responsible:
3.f Joint Degree Programs
Cross Reference:

This policy does not apply since the College does not offer joint degree programs.

POLICY #: EP3GPO1
CAA Standard:
Responsible:
3.g e‐Learning Policy Chief Executive Officer / IT Department
Cross Reference: Student Handbook,
Catalogue; PPM; E‐Learning Manual;
Faculty Manual

Purpose:
To outline the processes European University College (EUC) adopts during e‐Learning.
Applicability:
This policy applies to all academic programs offered by European University College (EUC). This
policy is not designed to replace any of the College's current policies, but rather to establish
additional or update current rules and procedures as needed to produce the most efficient
execution of e‐learning programs and courses.

E‐Learning is a structured method of learning where teaching is held entirely or partially through
computer‐mediated interactions.

Policy:
European University College (EUC) ensures that even if students are unable to come to the
campus, a high level of academic engagement is maintained.
EUC e‐Learning Policy is guided by 3 values:
1) Preparation ‐ EUC is guided by the idea that e‐learning is a legitimate medium of
instruction and that the University needs to respond, adapt and thrive.
2) Readiness – A high level of faculty knowledge is required for efficient use of distance
learning systems. EUC wants to encourage faculty and staff members to master e‐
learning and put it into practice.
3) Support – Some students may be unfairly impacted if the reason is campus closure.
Appropriate support must be provided to these students.
EUC is committed to tailoring its response with the utmost respect and consideration by
optimizing assistance to students and employees,
EUC recognizes that a range of technologies are commonly utilized in e‐Learning education. E‐
Learning technologies' respective teaching approaches are still evolving. This policy enables the
College to satisfy student learning expectations while continuing to deliver a high‐quality
educational experience.

Approval:

Review Log:
Version 1 Dean / 24 August 2020 Initial


PROCEDURE #: EP03GPO1‐PR1
CAA Standard:
Responsible:
Chief Executive Officer/ IT Department
3.g e‐Learning Procedure Cross Reference: Student Handbook,
Catalogue; PPM; E‐Learning Manual; Faculty
Manual

Purpose:
To explain the institutional regulations and learning procedures that will be implemented in e‐
learning courses if campus is closed for a prolonged period of time.

Applicability:
This procedure applies to all courses offered in e‐Learning in EUC.

Procedure:
General Guidelines
 A course must be authorized for online delivery before it may be taught. The faculty of
record is in charge of determining the format of their courses, as well as how e‐Learning
approaches and technology will be integrated.
 The Quality Assurance (QA) unit is responsible for using student course assessment data
responsibly for the purpose of maintaining quality instruction.
 All e‐learning courses must ensure that all students, including those who are physically
challenged, have adequate access to information resources and technologies.

Best practices
I. Establishing a student‐centered learning environment through the provision of a complete
syllabus that includes student support services, technical training, equipment requirements, and
clear communication about course expectations.

II. Creating a dynamic learning environment with active and engaging activities by encouraging
interactions and student involvement through interpersonal, instructional, and intellectual
presence.

III. Active presence in the course improves online education by allowing faculty to interact with
students and maintaining a consistent online presence. Active presence can be accomplished
using text‐based technologies such as forums, wikis, and instant messaging, as well as media‐rich
applications such as video‐conferencing.

IV. Faculty are encouraged to set reaction times for students both during the week and on
weekends in online courses to ensure timely responses to student inquiries. Students often have
more email access to lecturers and can get queries answered by their peers on discussion boards
in a reasonable timeframe.

V. Online courses that are well structured, easy to browse, dependable, and give consistent
student help and feedback are required to promote student learning achievement through
course structure and evaluation.

E‐Learning Etiquette
Students are expected to maintain a professional, dedicated, and scholastic approach to
studying by:
 Have basic knowledge and skill in operating personal computers.
 Have basic knowledge and skill in Microsoft Office and Google tools.
 Create a small office with a desk, chair, lamp, and access to electrical outlets that is free
of distractions.
 Set up Google tools such as Classroom, Email, and Calendar. Notifications must be
enabled.
 Check email frequently during the educational day and answer promptly.
 Keep a keen watch on the class schedule on a daily basis.
 Maintain a strict adherence to the daily class schedule.
 Double‐check that the background you'll see behind you is appropriate for class.
 Come to class dressed properly and with the idea of being on campus: pants, shorts, and
tops, not pyjamas.
 Have the necessary supplies on hand, including a computer, headphones, books,
notepad, calculators, and writing aids.
 Communicate out to teachers, advisors, and administrators with questions and/or issues
in a proactive manner.
 Follow the college's academic integrity policies, which include submitting only original
work and using only approved sources and references.

Acceptable Use Policy
 During synchronous class sessions, the video should be turned on but the microphone
should be turned off. The instructor will provide instruction on how to use the
microphone. The entire face of each student should be visible
 A videoconference's chat functions should be used for the benefit of the class's education
 When a video meeting ends, students must disconnect immediately. Classmates are
expected to inform individuals who are unaware that their camera or microphone is
turned on.
 Users (including students) may not capture, photograph, share, re‐post, or disseminate
digital content made via any of our learning platforms without the express and written
approval of the Faculty and Chief Executive Officer. Such content may only be captured
or posted by college representatives. Students who ignore this direction may face
disciplinary action.
 Students may not utilize digital apps or technologies in a way that interferes with
instructional objectives.
Communication
EUC will continue to communicate through the same channels it uses on a daily basis. Email is
still the primary form of contact, and it will be used as necessary. Urgent messages maybe sent
through SMS or WhatsApp.

Channel Audience Description & Access
Email Faculty, staff, students, trustees For all big announcements, email
will continue to be the primary
mode of communication. Faculty
and staff will communicate via
email, while they may also utilize
other approved platforms to
interact with students and one
another.
Google G Suite All students Faculty will use Google G Suite

(which includes Gmail, Docs,
Classroom, Hangouts, Meet, and
other Google products). Faculty
and students will use Google
Hangouts or Google Meet for
video conferencing in small or big
groups.
Microsoft Teams Faculty, staff, trustees, and Microsoft Teams will largely be

special events with students used for online meetings between
staff and faculty. It will also be
utilized to hold unique events
that will necessitate more control
than G Suite can provide.
Phone Faculty, staff, trustees The Chief Executive Officer and

Assistant Chief Executive Officer
for Student Affairs may be
contacted via college phone, or
cell phone.

Attendance
 If a student follows the criteria given in our Student Handbook, their absence is deemed
excused.
 If a student does not fulfil attendance requirements, the faculty will notify or meet with
the Assistant Chief Executive Officer for Student Affairs.
 Asynchronous work must be submitted by the teacher's set deadline and hour for
attendance purposes.
 The Student Affairs office keeps track of attendance every day, whether it's from
synchronous class meetings or asynchronous individual work. Students are counted
present on asynchronous days if they turn in needed work by the deadline set by the
faculty, and/or if student make adequate progress on tasks where their participation is
requested in an asynchronous setting.
Office Hours
 Faculty shall maintain publicly posted regular work hours during which they are available
to their students for additional assistance.
 Class schedules are emailed to the students.
 • Google Hangouts/Meet and/or Google Appointments Calendars are used to schedule a
meeting.
 Faculty will be available through email or Google chat to answer queries.
Academic Load
 Faculty load for full‐time faculty follow accreditation guidelines depending on academic
rank.
 Faculty workloads adhere to Standards 2011; full‐time are limited not‐to‐exceed 9 credit
hours per semester with teaching only in a graduate program. Part‐time are limited to 6
credit hours.
Grading of Students
 During online learning, EUC will continue to use conventional alpha numeric grades to
provide uniformity and clarity for students and instructors.
 Academic intervention measures such as coaching, instructional videos, reporting
progress, and faculty/student meetings are still in place.
 Faculty need to be flexible as they help students with time management, schedule slip‐
ups, and challenges with technology and internet.
Faculty maintain the authority to provide students with chances for growth.

Assessments
EUC will continue our established grading system during the prolonged use of distance learning.
 Hybrid and alternative assessment methods will be used.
 Formative assessment to gather in‐process evaluations of student knowledge,
progression, and clarifications needs during a lesson or unit
 All sorts of assessments are still subject to academic integrity requirements.
 Coursework, presentations, and group work to keep students interested in the subject
and one another.
 Summative assessments are used to evaluate learning outcomes at the conclusion of the
course.
 Distance learning evaluation of clinical training include use of‐
 Remote scenario‐based exams
 Objective Structured Clinical Examination (OSCE)
 Case‐based Discussions (CBD)
 Case Presentation (CB)
 Case Presentation Treated (CBT)
 Remote Oral Examination (Viva Vocal)

University support for e‐Learning courses
Faculty members are frequently called upon to serve as the unofficial front‐line support for e‐
Learning technology because of the nature of the course delivery, more often than not a
multitude of challenges arise during the delivery of the course. This requires an increased skill
set for the faculty to be able to withstand various challenges that comes.

Any online course's technology competence is critical to its success. Inadequate technology
readiness hinders student learning and e‐Learning efforts, and it shows up in class assessments
in general.

a. Faculty support: Academic departments must be able to help their faculty by making relevant
resources available to them so that they can fulfil e‐Learning‐related objectives. Workload
estimates should be equitable and consistent with current university Workload policy. Faculty
who teaches or aspire to teach e‐Learning courses are advised to participate training sessions to
gain the pedagogical understanding and technology set of skills needed to deliver high‐quality e‐
Learning.
b. Technology support: Professional support in the usage of the technology is offered to
facilitate education that is appropriate for selected technologies. The following are examples of
such assistance:
 Provision of adequate LMS to support online instruction
 IT Training in the use of tools and applications
 Ongoing consultation with College Information Technology (IT) department

A computer lab is available in the EUC e‐Learning department to assist students with their online
assignments. All questions about Google Classroom should be sent to the following address:
itsupport@euc.ac.ae
Contact Information:
EUC IT Department: 043624790 / 5030
Email: itsupport@euc.ac.ae

c. E‐Learning support and training: Faculty members teaching e‐Learning courses should have
access to pedagogical supports from e‐Learning faculty and staff in order to facilitate
pedagogically effective instruction. The following types of assistance and training will be
provided:
 Instructional design
 Particular technology for effective use of pedagogy
 Assessment methods
 Continuous communication with the Chief Executive Officer of the college
 Faculty meetings to discuss issues concerning e‐learning.

Students participating in an online course must have access to a computer with internet access
and the software and programs listed below.
 Google Chrome as browser
 Resources for e‐learning

d. Library Resources for Online Learning
Students are expected to use and access the library’s online resources. All EUC Library services
are available to students.

For e‐Learning courses and programs, the library will provide equal support. The Maktoum
Medical Library and the Malm e‐library will provide effective and appropriate library services, as
well as access to library materials for e‐Learning, to meet a variety of information and research
needs. Electronic file delivery, digital reserves, digital journals and books, full‐text databases,
end‐user searching, reference advice and guidance, network access to web interfaces, digital
library advisory services, cooperative commitments with other libraries for data gathering
connectivity, and other strategies that emphasize access, evaluation, effective use, and
management may be available to students taking e‐Learning courses.

e. Other Student Support Services ‐ Online course support must be offered both on campus
and completely online. All registered EUC students who receive instruction via e‐Learning will
have equal access to the basic student support services available on the EUC campus to which
they are entitled. Registration, enrolment, academic advising and orientation, textbook
purchasing, financial assistance, career opportunities, and other special program
accommodations, where applicable, are examples of these services.

The usual homework‐related activities that are a component of the face‐to‐face learning
experience are typically not separated out in e‐Learning. In general, e‐Learning should adhere to
the current EUC Credit Hour policy.

Although "seat‐time" remains the federal norm for credit‐hour measurement, an effort to
connect "time" with "the amount of labour indicated in desired learning outcomes that is
confirmed by evidence of student performance" is integrated into this standard. In order to
satisfy learning objectives, e‐Learning courses must have a number of weekly course hours that
is similar to that supplied by the same courses in a traditional, face‐to‐face classroom style.

Student Registration
Upon registration, student should check his/her EUC email for instructions and important
information about the course. Student should also login to their online course on the first day of
instruction.
Procedures Log‐in Instruction: to Login to your email please go to gmail.com or
https://accounts.google.com

Accessibility
 Faculty must make every attempt to become familiar with and communicate to students
the technology tools they will need to succeed in hybrid, predominantly online, or
entirely online courses, particularly resources geared toward disadvantaged and
underrepresented students.
 EUC's information technology resources and services are available to all EUC students,
faculty, staff, and the general public.
 Faculty must consider minimizing e‐learning file sizes to assist students with slower
internet connections.

Student Privacy Protection
The university has a policy of respecting the right to privacy. In courses that use external web‐
based "social" software where a student's identification is requested and shared, faculty, guest
speakers, and anyone educating in the e‐Learning environment must safeguard the privacy of a
student's protected information (this includes external tools contained within learning
management systems). If students are videotaped and/or recorded during e‐Learning courses,
the instructor must obtain specific permission from them before using the recording in future
semesters.

Review of e‐Learning Practices
To provide pedagogical and technological support, the Quality Assurance unit will perform
periodic multi‐dimensional e‐Learning satisfaction surveys of courses that use such technologies
in collaboration with the Student Affairs office. This data will be compiled and used for planning
and programmatic discussions rather than faculty or course assessment.
The survey will look at factors related to online tools (e.g., online chats) as well as satisfaction
and usage levels of the tools (e.g., how often students interact with the online tools).

Course & Faculty Evaluation
A Course & Faculty evaluation will be conducted every end of each semester to get the general
sentiment of students. The information will be used for faculty improvement on course planning
and delivery.

Copyright, Patent and Ownership Policy
EUC ensures that copyright owners are respected and safeguarded

E‐Learning Policy Review Process
Every year the Quality Assurance unit will and conduct a review process to determine the need
to update the e‐Learning policy. The Quality Assurance unit shall consult with the responsible
committee and faculty who teach using e‐Learning technologies.
Annual review will include evaluation and upgrading of EUC’s learning environment as well as
evaluation of all e‐Learning courses.

Face to Face courses – This is the traditional types of instruction. Students and professors are
physically present in the same location and receive instruction in real time.
Full online courses ‐ Faculty and students meet online for 100% of the mandatory classroom
sessions per student credit hour, including class time where examinations, assessments, and
quizzes are given. Real‐time (synchronous) learning takes place with students and faculty
present via technology (e.g., television, tele‐conference, video‐conference or chat).
Blended/or Hybrid courses –This course includes a mix of face‐to‐face classes and online
sessions, with no more than 25% of class meetings taking place in on‐campus classrooms and
75% of class time taking place online.

None

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: __________________

Review Log:
Version 2 CEO /Date


POLICY #: EP3HPO1
CAA Standard:
Responsible:

3.h Additional Degree from The Same Cross Reference:
Institution

This policy does not apply to the College.


POLICY #: EP03IPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3i)

3.i Thesis Supervision and Examination Policy Responsible:
Assurance
Cross Reference: PPM; Faculty
Manual; Catalogue, Student
Handbook

Purpose:
To identify the guidelines that must be followed in relation to the supervision and examination
of a thesis, which has been submitted for the purposes of fulfilling the requirements of a
graduate Master degree.
Applicability:
This policy applies to all research activities/projects of students.
None
Policy:
● European University College (EUC) faculty members who teach in graduate programs
shall hold a relevant specialist terminal degree earned from an internationally recognized
institution of higher education.
● EUC appoints principal supervisors of student research theses from the full‐time faculty
who are actively engaged in research in their field of specialization. The faculty member
must have experience in a graduate level research supervising.
● Each EUC faculty member shall have either evidence of a strong record of active
engagement in research and scholarship, including recent publications, or have
significant professional experience in applied fields as practitioners;
● EUC ensures that faculty teaching and supervising theses have an extensive
record of research and have experience in supervising graduate theses.

Guidelines:
1. A successful Master’s thesis defense is a prerequisite for graduation.
2. A Master’s thesis is to be aimed at an original contribution to the program of study that
furthers the understanding of the subject matter.
3. The Master’s thesis must be under supervision of a full‐time faculty member of EUC with
a terminal degree.
4. A faculty member from another college department or program may be appointed as a
joint supervisor when there is a need.
5. A full professor can supervise up to four theses at any given time, whereas an associate
professor can oversee up to three.

Roles and Responsibilities:
Chairman of Research Committee:
● Appropriately nominates qualified, eligible examiners in consultation with the research
supervisor;
● Recommends additional or replacement examiners if requested to do so;
● Certifies that the student has satisfactorily addressed the examiners’ comments and
complied with any conditions before awarding the degree.

Research Supervisors:
● Recommends whether the student is ready for thesis defense
● Ensures that the thesis conforms with EUC intellectual property, academic integrity and
ethics policies.

Students:
● Demonstrates thesis manuscript is not plagiarized by using Turnitin plagiarism software.
● Confirms that the thesis conforms to all applicable policies such as intellectual property,
academic integrity and ethics.
● Complies with the examination requirements
● Complies with any conditions that must be met prior to awarding of the degree.

Examiners:
● Submits a report on the thesis within the specified time frame.
● Provide comments on the strengths and weaknesses of the thesis when appropriate.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date: _________________

Review Log:


PROCEDURE #: EP03IPO1‐PR1
CAA Standard:
Responsible:
3.i Thesis Supervision and Examination Chief Executive Officer / Quality
Procedure Assurance
Cross Reference: PPM; Faculty Manual;
Catalogue, Student Handbook

Purpose:
To outline the basic flow or process of thesis production in all research related courses (SCI400,
SCI410, SCI500 and SCI600) up to thesis defense.
Applicability:
This procedure applies to all student thesis project requirements in EUC.
Procedure:
Outline for thesis/dissertation supervision and examination is as follows:
 Residents are instructed about overall thesis production in course SCI400 Scientific
Methodology
 Towards end of course SCI400, residents are encouraged to identify a topic of interest for
a research thesis; a thesis supervisor is assigned based upon topic chosen for thesis
 In course SCI401 Research Project‐1:
 Identify thesis topics
 Implement a research proposal and conduct a pilot feasibility study, and
 Begin collecting and organizing research data.
Research Proposal shall include:
 Statement of the Problem, Purpose and Hypothesis, Materials & Methods and
anticipated Statistical Analysis
 A description of the study sample
 References (this may change as the student progresses with the project)
 Declaration of Research Ethics Committee if the proposal includes work with
human subjects, human material and animal subjects (refer to the Research Ethics
Policy in the PPM). Approval will be required prior to conducting the research.
The proposal must indicate that approval will be sought.
 Completion of data collection and properly manage data in preparation for
analysis, and
 Analyse research data through statistical analysis

 Prepare a manuscript for publication in a referred professional journal
 Successfully present and defend a Master's degree thesis in front of the
Research Committee members.

Research Examination:
1. Examiners for research examination consist of EUC Research Committee members; an
external examiner may be invited.
2. Thesis defense is scheduled at the end of the semester after the research supervisor has
determined that the thesis meets the minimum standard.
3. At least 1‐month prior to thesis defense, all concerned parties (graduating students and
examiners) are informed of the date and time of thesis defense.

Outcome of the Examination:
The Examination Committee can recommend the following outcomes for the thesis:
 Pass with no revisions [5 days to submit thesis]
 Pass with minor revisions [30 days/1 month to submit thesis]
 Pass with major revisions [90 days/3 months to submit thesis]
 Fail

None

None

Approval:

Review Log:


POLICY #: EP03JPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3j)
Responsible:
Chief Executive Officer /Quality
3.j Academic Progress Policy Assurance
Cross Reference: PPM, Student Handbook,
Catalogue

Purpose:
The purpose of this policy is to monitor student academic progress at European University
College (EUC).

Applicability:
This applies to all students of EUC.

None

Policy:
EUC is dedicated to maintaining optimal academic standards and achieving higher graduation
rates. To be allowed to proceed through a program, students must demonstrate an acceptable
level of academic performance and in turn academic progress indicated by CGPA. Students who
do not maintain the required academic standing are given help and guidance, as well as the
opportunity to prove why they should be permitted to proceed in the program.

For satisfactory academic progress, the student must maintain a CGPA of 3.0 on a 4.0 scale to be
permitted to proceed with the program.
Academic Probation:
The following criteria are applicable to students regarding academic probation:
1. A student is placed on academic probation if his or her cumulative grade point average
(CGPA) falls below 3.0 by the conclusion of the second semester or any subsequent
semester.
2. A student on academic probation is expected to elevate his or her CGPA to at least 3.0 in
the next two semesters, during which time he or she cannot enrol in more than 12 credit
hours.
3. The student will be dismissed from the University if he or she was unable remove the
probation by the end of the next two semesters.
4. If a student's cumulative grade point average (CGPA) is at least 3.0 and they have
successfully completed 75% of the credit hours required for graduation, student will not be
dismissed from the university and will be permitted to proceed in the same major until
they reach the maximum term of study.
Academic Expulsion:
A student re‐admitted and returning after dismissal must maintain a semester GPA of 3.0. In
addition, the student must raise their cumulative GPA 3.0 within three (3) semesters from the
date of initial probation. If a student fails to meet this GPA or the CGPA requirement after being
readmitted, they will be expelled from EUC. The period of expulsion is for one academic year.
If a student wishes to return to the University after being expelled, he or she must file a re‐
admission request to the Chief Executive Officer. The student request must explain in detail the
various activities the student did during the period of expulsion and provide further explanation
why he or she believes that student will improve academically if accepted.
The student’s file will be rigorously reviewed, and the Chief Executive Officer will make the final
decision to re‐admit or not. Note, however, that expulsion in these cases may be permanent if it
is determined that the student will not benefit from being readmitted to EUC.
Re‐admission:
A student who has been out of university for more than two semesters for any reason must
submit a formal application for readmission to the Office of Admission and Registration at least
two weeks before the start of the semester for which they desire to be readmitted.
Students expelled from the University for low GPA may be re‐admitted as described above. The
final decision on re‐admission applications is made by an ad hoc Committee in consultation with
the Chief Executive Officer.
Re‐admitted students must follow the academic standards and rules in force at the time of their
re‐admission. If a student has an overdue or outstanding tuition amount, re‐admission will be
denied.

Approval:

Review Log:


POLICY #: EP03KPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3k)
Responsible:
3.k Grading and Assessment Policy Chief Executive Officer/ Quality
Assurance
Catalogue; PPM; Faculty Manual

Purpose:
To provide recommendations regarding student grading and faculty preparation of class
assignments and tests so that grades appropriately reflect a student's learning accomplishment.

Applicability:
This applies to all students of European University College (EUC) including faculty and staff with a
role in assessing students where efforts are formally assessed.

None

Policy:
European University College (EUC) is dedicated to providing students with an academic program
that is grounded in academic research and supports student accomplishment.
EUC assures that assessment instruments are reliable and compatible with the course's learning
objectives and level.
We have made a commitment to improve assessment and grading practices in every content
area and in every course and develop a framework where formative assessment serves to inform
and influences teaching and summative assessment is a reliable and authentic measure of a
student's academic achievement.
EUC guarantees that the grading system measures, analyses, and verifies student progress and
competency against a set of well ‐ defined cross‐curricular and content‐area standards and
learning objectives that have been developed collectively by the administration, faculty, and
staff.

EUC assures that the grades given in each course and content:
● Accurately measures student academic achievement.
● Content mastery is aided by fair and consistent evaluation measures.
● Students have a clear picture of their progress toward college and career readiness and
are actively involved in it.
EUC ensures that this policy is communicated to the faculty and students via the EUC Student
Handbook, Faculty Manual, and Catalogue.
Principles:
● The goal of grading is to convey the students' comprehension of course content
standards and explicitly stated learning objectives.
● Common examinations and rubrics should be established and collectively created to
ensure that performance levels and grades are equitable and comparable across courses.
● Through the use of course objectives, evaluation tools, and evaluation criteria, a well‐
planned instruction gives students with a strong awareness of teachers’ perceptions.
● Formative assessments with transparent and comprehensible teacher feedback, as well
as opportunities to relearn and redo, are all part of effective instruction.
● To accurately establish a student's competence level, many measures and a range of
evidence should be used in the assessment of knowledge and abilities.

Approval:

Review Log:


PROCEDURE #: EP03KPO1‐PR1
CAA Standard:
Responsible:
3.k Grading and Assessment Procedure Assurance
Catalogue; PPM; Faculty Manual

Purpose:
To define clearly, accurately, and consistently the grading and assessment system at EUC.

Applicability:
This procedure applies to all students of European University College (EUC) including faculty and
staff with a role in assessing students where efforts are formally assessed.
Procedure:
I. Principles of Assessment
Assessment of student effort is underpinned by the following principles:
a. Fairness
 Students have an equitable opportunity to show if learning outcomes have been
fulfilled.
 The tasks in the examination reflect exactly the type and level of the learning
outcome(s) being assessed. This means that students are not assessed on knowledge,
skill or competence they have not had an opportunity to acquire.
 Students normally have three fair attempts to complete any module. A fair attempt is
one in which no factor beyond the student’s immediate control prevents them from
demonstrating their knowledge, skill and/or competence in the assessment tasks for
the module, unless this is prohibited by the relevant programme document.
 Students may expect assessment to be administered in line with this policy.
b. Consistency
 Assessment outcomes are comparable from student to student, cohort to cohort
and programme to programme. This does not mean assessment is done in the same
way but that assessments are equally fair and outcomes are broadly comparable.
 Student effort is always judged based on the achievement of learning outcomes.
c. Reliability
 Assessments are a genuine evaluation of achievement of learning outcomes
incorporating an academic judgement.
 Students are assessed by competent faculty. Assessment outcomes are internally
verified and externally reviewed.
 Assessment procedure and administrative processes are reviewed regularly to
ensure these regulations are applied and that administrative processes remain
sound.
 A variety of appropriate assessment techniques and methodologies are used across
programmes and cohorts.
 Assessment strategies, types and methodologies are regularly reviewed and
improved.
d. Validity
 The outcomes of assessment decisions are a valid means to enable student
progression, certification and, where relevant, professional registration.
 Assessment outcomes are accompanied by qualitative feedback on the student’s
effort which correlates with the marks awarded.
 Assessment supports effective teaching and learning.
 Assessment tasks are authentic.
 Authenticity of assessment tasks will be verified with the use of a plagiarism
software (TurnItIn).
e. Student Responsibilities
 Ensuring that all student assessment activities are genuine and original.
 Demonstrating their achievement of the learning outcomes
 Familiarising themselves with these regulations (and associated procedures) and
any other policies and procedures that apply to their programmes
 Complying with all rules and regulations relating to the assessment of their efforts
 Undertaking assessment in a fair and honest manner
 Engaging authentically with all feedback, taking cognisance of the feedback
provided
f. Transparency
 Students are informed in advance of:
 Learning outcomes
 Assessment schedule and strategy
 Deadlines
 Marking criteria
 Decision‐making and appeals processes
 This means that students are aware of why, how and when they will be assessed.

g. Feedback for Students
 Students are entitled to receive qualitative feedback on their assessment effort.
 Feedback types include:
 Formative feedback — this is provided throughout the programme on student
performance. This type of feedback is an aid to learning and designed to
support student development.
 Informal — this is the normal kind of day‐to‐day student/teacher interaction
that can help a student through the programme.
 Formal feedback accompanying summative assessment outcomes — this is
the feedback that is formally given alongside grades. This policy and
procedure primarily relate to this kind of feedback.
 Feedback should be:
 Timely — feedback accompanies the grade received and is received in
sufficient time.
 Individualised — Feedback is specific to the student and the work being
assessed.
 Regular — Qualitative feedback (in some form) accompanies all grades
awarded, with the exception of the final grade approved by the Board of
Examiners.
 Related to the work presented — the language used should be consistent with
the descriptors associated with the grade awarded.
 An aid to learning — Feedback supports the teaching, learning and
assessment process. Feedback provides, for instance, guidance on areas for
improvement.
II. Assessment Practices
Assessment practices in EUC include:
 Student assessment, particularly in clinical courses, will use formative and summative
forms which conducted regularly through rubrics, monitoring of student progress
tracking and observing students’ performance and work‐based assessments.
 Appropriate summative assessment will be the result of joint planning and the
creation of the same assessments across all subject areas.
 After each assessment, summative assessments will be reviewed.
 Student assessments, particularly clinical courses, should use various methods that
give harmony to the summative assessment and may include tests, written tasks,
presentations etc. These should be in accordance with the subject’s requirements.
Every evaluation has a set of criteria.

III. Principles of Grading
A. Grading Conventions
 Clinical grading of work shall always be criterion‐based and not norm‐based.
 Programmes and modules can be graded using either ‘Pass/Fail’ or a percentage
grading system.
 The College avoids issuing borderline grades where possible. Instead, a clear decision
is made about the grade band into which the student’s effort falls.
B. Grades
Grades show how well a student has met or exceeded the assessment's minimum learning
objectives.

C. Moderation
 As indicated to obtain reliable results, clinical assessment outcomes are internally
verified and externally reviewed. Moderation is a form of internal verification.
 Moderation is where a second examiner who has access to the grades and comments
of the first marker will consider a sample of assessments to assure that the
appropriate mark has been awarded, thus ensuring the quality and reliability of
marking standards. Variation in clinical grading between the first and second
examiner is discussed between the two in order to reach agreement.
 The moderated sample will include work from all grade bands, all borderline grades
and all fails.
 At a minimum, a sample of all grades awarded at each band of award is subject to
internal moderation.
 All fail grades are subject to internal moderation.

IV. Course Grading System

Grading System for Undergraduate:
For each course in which they have enrolled, students will be assigned grades (letters). The letter
grade represents a student's performance in a class. A 'D' grade is the minimum grade required
to pass a course, refer to the table below for the description:

Table 1: Grading System for Undergraduate

Grading System for Postgraduate:
For each course in which they have enrolled, students will be assigned grades (letters). The letter
grade represents a student's performance in a class. A 'C' grade is the minimum grade required
to pass a course, refer to the table below for the description:
Table 2: Grading System for Postgraduate Course:

Incomplete Coursework:
During the second from last class of a semester, an instructor may award a 'I' (Incomplete) grade
if the following procedures are followed:
1. The required credentials must be submitted by the student pursuing an application for a
'I' grade or Incomplete where the cause for non‐completion of the course is illness,
accident, etc.
2. A grade of 'I' (Incomplete) may be given only if the Program Director believes the student
has a chance of passing the course.
When a student receives a "I" (Incomplete) grade, the instructor must write a memo or
declaration to the student, copying the Registrar, and a copy placed in the student's personal
file. The memo or declaration should explain the reason for giving the score, the process or how
the student can remove the incomplete score to fully rectify the situation.
The student bears the responsibility for addressing a 'I' (Incomplete) grade. If the work is not
completed by eight weeks of the semester's end, the student's grade in the course will be
converted to a failing grade (F).
‘FA’ grade represents Fail due to Attendance. An ‘FA’ grade is assigned if the student/resident is
absent more than 20% of the course for classroom courses. If absence exceeds 20%, the student
is unable to sit for the upcoming major examination (mid‐term or final). Exceptions to not being
permitted to sit for an exam may be granted by the Program Director in consultation with the
Chief Executive Officer.

Fail Grades and Consequences
Fail or ‘F’ grades are unacceptable and must be eliminated by either remediating the
examination (s) or retaking the course (all or in‐part). Options for the elimination of an ‘F’ grade
are provided the student/resident by the Course Director in consultation with the Chief
Executive Officer.
Remediation of Deficient Grades
A. Remediation of Deficient Examination Scores
Remediation of a non‐passing examination score is discouraged while the course is in
progress. However, if a single examination is deemed critical by the Course Director for
certification or progression from one level to a higher level or to the next area of
instruction highly dependent upon mastery of the previous, timely remediation of an
individual non‐passing examination score may be permitted.
B. Remediation of Non‐Passing or Deficient Course Grades
Recommendations for the remediation of any course grade must be ultimately approved
by the Curriculum Committee. Postgraduate course grades of “D+”, “D”, and “F” are
deemed non‐passing and must be remediated; course grades of “C+” or “C” are deemed
passing and may be remediated upon the recommendation of the Course Director and
approved by the Program Director. Successful remediation cannot result in a course
grade percentage score greater than 80% or “B” grade or less than 70% or “C” grade. In
general, no course grade remediation process will be initiated prior to the final
examination.

All students will be notified at least 7 days before the repeat examination date. The student
must notify the course director of his or her intention to attend the repeat examination(s). The
student must attend the designated date(s); no make‐up dates are permitted.

Remediation of a student's non‐passing course grade must take place after the final
examination. Remediation is established by the Course Director and is based on the nature of
the student's shortcomings as determined by the Course Director and how the deficiencies
should be remediated in order to demonstrate mastery of the course material. For example, one
student with minor theoretical inadequacies may be given a re‐examination after a short study
period and mentoring, while another student with a complete lack of mastery of course material
may be compelled to repeat the course. Prior to implementation, the Program Director must
approve all course grade remediation recommendations.

Remediation alternatives for non‐passing or deficient didactic course grades may include, but
are not limited to:
 After a review/tutorial time, there will be a written exam.
• A thorough oral examination
• Successful completion of a comparable program outside of EUC with content that
the course director approves.
• A research paper or an essay project.
• A rerun of a portion of the course.
• A comprehensive retake of the course.

Remediation alternatives for non‐passing or deficient laboratory course grades may include but
are not limited to:
 A unique practical exam
 A time of laboratory work with specified objectives or practical examinations
 Repetition of a portion of the course

Remediation alternatives for non‐passing or deficient clinical course may include, but not
limited to:
• A period of clinical work to correct a problem with specified objectives

• Taking the clinical course again for the entire year

A course grade of “I” signifying incomplete is assigned to a student who repeats part of the
course or undergoes any type of remediation other than repeating the entire course. The
maximum of “B” grade or 80% or a minimum of “C” grade or 70% is awarded as final grade for
successful remediation. Once awarded, the “B” or “C” grade will replace the “I” grade. A student
who does not pass remediation of a non‐passing course grade may be given one additional
opportunity to remediate.

A student may be required to repeat an entire course and receive any grade for the course. The
initial failing grade as well as the newly awarded grade will appear on the transcript when a
failed course is repeated in its entirety. If remediation is completed within 40 days after the end
of the academic semester, the newly acquired grade is used for computing CGPA for the
semester. If the process of remediation extends more than 40 days after the end of the
academic semester, the original grade is used for computing CGPA for the semester. The newly
acquired grade replaces the non‐passing grade and is used for CGPA calculation; the previous
grade is not used for CGPA calculation.

C. Remediation of Grades other than non‐Passing
In general, there are no possibilities for upgrading an existing passing grade (A+, A, B+, B) by re‐
examination or other remedial work.

Grade Point Average (GPA)
Grade point average “GPA” reflects a student’s academic achievement in one semester, while
cumulative grade point average “CGPA” reflects a student’s cumulative academic achievement
till that semester. GPA and CGPA are evaluated in EUC as follows:

Grade Point Percentage Grade Evaluation

Computation of the Cumulative Grade Point Average (CGPA)
The GPA is calculated by multiplying the grade of each course by the number of its credit hours,
and dividing the total by the number of total credit hours taken in the semester. The CGPA is
calculated by multiplying the grade of each course by the number of its credit hours and dividing
the total of all courses by the number of total credit hours taken for all semesters. By contrast,
the GPA is the average of grade points of all courses in one semester, whether he/she passed or
failed the course. As mentioned earlier, the CGPA is the average of grade points of all courses in
all semesters. Both GPA and CGPA are rounded to the nearest decimal units. GPA and CGPA are
calculated according to the following formula:

Total (credit hours per course X grades received per course)
GPA 
Total of credit hours per semester

Total (credit hours per course X grade received per course )
CGPA 
Total credit hours taken during all semesters
Grade Appeals
Students have the opportunity to appeal any course's final grade if the following conditions are
met:
1. Within 15 calendar days of the final grades being announced, the appeal form is
completed and sent to the office of admission and registration.
2. The appeal forms are sent to the Program Director by the admissions and registration
office, who will respond within seven calendar days.
3. The Program Director forms an appeal committee of three faculties including the
faculty teaching the course. The committee reviews the answer sheet to make sure of
fair grading, recording, and calculation of grades for different questions of the
examination, and submits its recommendation to the Program Director who forwards
it to the Chief Executive Officer for final approval of the grade.
4. In a case where the student does not agree or is not satisfied with the Chief Executive
Officer's decision, the student may pursue an appeal to the Chairman, Board of
Trustees who reviews the case and makes a final determination within one week of
the appeal submission.

A rubric is an assessment tool especially appropriate for clinical course evaluation and lays out
specific components and performance expectations for an assignment. It correctly defines
achievement requirements for any type of student work, from written to oral to visual, and can
be used to assess assignments, class participation, and compute for total grades.

Appendix 1: Student Appeal Form (EP03KPO1‐PR1‐FR1)
Appendix 2: Student Appeal resolution Form (EP03KPO1‐PR1‐FR2)


Appendix 1:

STUDENT APPEAL FORM
PLEASE READ CAREFULLY
Formal Appeal Process: Students have a right to appeal the final grade of any course provided
that:
1. The appeal form is completed and submitted to the office of admission and registration
within 15 calendar days of announcing the final grades.
2. The admission and registration office submits the appeal forms to the Program Director
who will respond in 7 calendar days.
3. The Program Director forms an appeal committee of three faculties including the faculty
teaching the course. The committee reviews the answer sheet to make sure of fair
grading, recording, and calculation of grades for different questions of the examination,
and submits its recommendation to the Program Director who forwards it to the Chief
Executive Officer for final approval of the grade.
4. In a case where the student is not satisfied with the Chief Executive Officer's decision, the
student may appeal to the Chairman, Board of Trustees who reviews the case and makes
a final determination within one week of the appeal submission.
Student Information:
Name: Case Ref #:
Phone #: Student #:
Instructor: Program:
Course (if applicable) Grade assigned (if applicable):
If you have received any documents from the College regarding the decision, please attach
copies.
Please briefly state the decision that you are appealing. Please attach a separate page with a full
explanation


Please provide a brief statement as to why you feel a review of the decision is warranted.

(Please attach on a separate page supporting documents to further describe your decision.)

Please state the specific remedy you are asking for in this appeal. (Please use a separate page if
space is not sufficient.)

________________________________ ______________________
Student Signature Date (dd/mm/yy)

Appendix 2:

STUDENT APPEAL RESOLUTION FORM

Case Ref #: ___________________ Date: __________________

Committee Resolution:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
_________________________________________________
________________________________________________________________
________________________________________________________________

Name & Signatures of Committee Members
1. ________________________________ ___________________________

2. ________________________________ ___________________________

3.________________________________ ___________________________

Approval:

Review Log:
Version 1 Dean / 30 January 2010 Initial
Version 2 CEO /Date


POLICY #: EP03LPO1
CAA Standard:
Responsible:
3.l Examination Policy Student Affairs
Cross Reference: PPM; Student
Handbook, Faculty Manual

Purpose:
This policy provides the principles for Final Examinations in European University College (EUC) as
well as to assure and preserve the examinations' confidentiality and reliability.

Applicability:
This policy applies to all students and faculty of EUC.
This policy also applies to all personnel participating in the preparation, organization, and
management of examinations in order to guarantee that they are done efficiently, on time, and
in the best interests of students, while preserving the security of all examination resources.

None

Policy:
EUC acknowledges assessment as an important aspect of the teaching and learning process
through which Final Examinations are used as a summative assessment component in various
courses.
EUC is committed to providing equitable opportunity to all students who are taking summative
examinations as part of their course or program of study.
Final Examinations are held at EUC to:
● evaluate and verify the student's performance on the ongoing assessment;
● determine the level to which the student has met the learning objectives;
● Comply with the regulatory requirements e.g., CAA and MOE, requires that a specific
component of a program be evaluated under certain examination settings.

Approval:

Review Log:
Version
Number

PROCEDURE #: EP03LPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (3.l)
Responsible:
Student Affairs
3.l Examination Procedure
PPM

Purpose:
The goal of these procedures is to provide guidance to instructors, staff, and students on how to
conduct and complete examinations.

Applicability:
These procedures apply to all students, faculty and staff of EUC.

Procedure:
Final Examination Period:
 The final examination period will take place during the 16th week of the semester and
will last six or seven days.
 The period of each examination shall be at the course director’s discretion.
 The department determines the examination time for courses designated as individual
study, study work, student teaching, clinical experience, and research.
 In the summer term, the final examination period will be the final week of the session.
 Completed course grades must be submitted to the registration office by 5 p.m. on the
third working day following the exam date.
 External examiners may be invited to review the final examination papers, and the
course work at large as part of the quality assurance system.
 Students who fail to appear at the final examination will receive a “Fail” grade in the
subject(s) missed unless re‐scheduled ahead of time.
 An incomplete grade may be awarded by a faculty member in situations where a student
has failed to or is unable to fulfil assignments used in the evaluation process. Such
incomplete grades will automatically change to an “F” grade, if not removed within the
following semester.

Examination Preparation Procedure:
 Faculty has to submit the hard and soft copy of the exam papers to the student
affairs office a minimum of 10 days prior to the scheduled exam week.
 The Faculty has the responsibility to inform the student affairs office if there are any
other instructions and material to bring during the exam.
 Student affairs will review the exam to the program director/Chief Executive Officer
 Student affairs office has the responsibility to create a schedule after discussion with
the faculty/course director of the specific exam
 Student affairs office carries the responsibility to print the exams, arrange exam halls
and invigilate the exam.
Conduct During the Examination Procedure
 Faculty need to be available in the campus during their course exam in case there are
some clarifications regarding the exam.
 Student affairs office is responsible to take the attendance of the examined students
and will report the absenteeism to the course director
 Student Affairs Office will supervise student during examinations
 Student affairs office carries the responsibility to hand out the exam paper to the
course director to grade the exam.
 A Final Examination usually lasts two hours, including reading time.

Students must not do the following during an examination:
 disrupt, interrupt, or act in a way that could inconvenience another student;
 ignore or disregard any direction provided by the Exam supervisor
 seek or attempt to seek aid in their work;
 assist or attempt to assist another student during exam time;
 talking to other examinees other than the Exam Supervisor;
 eating inside the examination room
 taking out the exam paper or any other unneeded materials out of the exam room;
 Bringing any prohibited resources or materials into the testing centre.
Any student who disrupts an examination or intimidates the Examination Supervisor shall be
asked to leave the examination venue immediately by the Examination Supervisor.

Finishing of the Examination
When there are 10 minutes left in the examination, the Examination Supervisor will notify
students.
Students must complete the following tasks at the conclusion of the assessment period:
 stop writing or answering test questions
 stay seated until all exam materials have been gathered and the Examination
Supervisor has given them permission to depart; and
 Refrain from talking with other students until they have exited the examination room.
After Examination Procedure
 The faculty has to send the grades to the student affairs office within 48 hours after the
exam.
 Student affairs office will notify the students when grades are ready for review
Dishonesty in Examinations
 All academic work and materials submitted for evaluation must be the student's own
effort.
 Cheating is definitely prohibited. Copying from other people's work, providing illicit
assistance, and utilizing tools or techniques to get answers on exams are all examples of
cheating.
 Students are not permitted to submit any content that has been prepared or acquired
from another person or entity.
 The students should monitor their behaviour and to be conscientious. If the student
breaks the exam's guidelines, he or she will face penalties ranging from a warning to
expulsion from the College.

The faculty member who observes a student cheating will be subject to the procedures
stipulated under the Academic Misconduct Policy. Faculty must complete an incident report to
the Program Director. Program Director then recommends the penalty to the Chief Executive
Officer; the decision of the Chief Executive Officer is final.

None

None

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: ____________________

Review Log:
Version 2 CEO /Date


POLICY #: EP03MPO1
CAA Standard:
(3m)
3.m Curriculum Approval and Revision Policy Responsible:
Assurance

Purpose:
To ensure that European University College (EUC) conducts a system of developing curriculum
and organized review to maintain a contemporary curriculum taking into consideration student
learning outcomes.

Applicability:
Applies to all degree programs offered by EUC

None

Policy:
EUC ensures that curriculum review is conducted periodically to guarantee that the teaching
techniques and standards as well as topics included in the curriculum are appropriate in order to
attain EUC’s institutional learning outcomes.

Any proposals for curriculum changes must be a result of curriculum review. This will ensure that
the EUC curriculum remains current and relevant.
The Curriculum Change Matrix will be used as criteria for the approval process.

Approval:

Review Log:


PROCEDURE #: EP03MPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (3m)

3.m Curriculum Approval and Revision Responsible:
Procedure Assurance

Purpose:
To outline the curriculum review and approval process at European University College (EUC)

Applicability:
This applies to all EUC curriculum proposals for review and change.

Procedure:
1. The curriculum committee shall include members representing each at department and
college rank. (Refer to Terms of Reference of the Curriculum Committee).
2. A proposal to change a curriculum must start the faculty level so that reliable feedback can
be obtained. All committee meetings are recorded
3. The curriculum committee submits all proposals for changes to the Chief Executive Officer
for approval.
4. The approved proposed changes shall be passed on to the Quality Assurance (QA) office for
review and then sent to the Chair, Board of Trustees (BOT) for final approval. If the proposed
change was not approved by the Chief Executive Officer or BOT, it will be sent back to the
curriculum committee.
5. A proposal that is considered a substantive level change will be sent from the Office of the
Chief Executive officer to the Ministry of Education, Commission on Academic Accreditation
(CAA) for approval.
6. Changes will ONLY be implemented after CAA approval; the Ministry of Education QA Office
will communicate approvals.

Curriculum Change Matrix
This matrix is used to classify as major/ minor/substantive

CHANGES APPROPRIATE LEVEL
Class contact hours/mode of delivery Substantive
Semester/period of delivery Substantive
Addition/course withdrawal Substantive
Credit hours Substantive
Approval of new program/concentration Substantive

Course Review Matrix
This matrix is used to classify as major/ minor/substantive
CHANGES APPROPRIATE LEVEL
Title or code of the course Major
Pre‐requisite(s) Major
Course category Major
Course description Major
Semester offering the course as per study plan Major
Number of CLOs Major
Mapping of CLO with PLO Major
CLO itself Major
Marks allocation to a CLO Major
Number/nature/weight of assessments Minor
Grading scale Minor
Core text title Minor
Any changes which alter the learning outcomes Minor

None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: EP03NFPO1
CAA Standard:
(3n)
3.n Internship/Practicum Policy Responsible:

Cross Reference:

Internship/Practicum is not offered by European University College in its MS ODO program.


POLICY #: EP03OPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3o)
Responsible:
3.o Teaching and Learning Methodologies Chief Executive Officer/Quality
Assurance
Policy Cross Reference: PPM; Faculty
Manual

Purpose:
To ensure that every member of the European University College (EUC) academic community
understands and applies the three pillars of our Mission Statement, so that all students can
reach their full potential.

Applicability:
This policy applies to the concepts and methods that drive high quality education.

None

Policy:
The application of any of these standards and procedures is based on the specific needs of
learners as well as the program's learning outcomes.
1. Teaching
European University College (EUC) has a fantastic academic staff with a diverse set of
credentials, abilities, expertise, and competence. We believe that a team of knowledgeable,
compassionate, and innovative faculty is formed when they are highly experienced and qualified.
Our faculty members challenge themselves, one another, and their students to rigorous
expectations, and they use a variety of theoretical approaches and instructional methodologies
to create high‐quality lessons and learning experiences.
EUC employs teaching methods that are supported by appropriate technology, teaching and
learning materials and tools that are appropriate to the subject being taught and the mode of
delivery.
EUC ensures that course syllabi include information necessary for students to clearly understand
what will be included in the course on a weekly basis and what is required and expected of
them.
2. Learning
EUC strives to customize students' learning as much as possible, and to work with them in a
supportive and safe culture for them reach their goals and become self ‐ directed learners.

EUC provides students with opportunities for learning through workplace experience, such as
internships or practicum, including research and scholarly activities.

EUC conducts an unbiased, valid and reliable process of assessments which enable every student
to demonstrate the extent to which they have achieved the intended learning outcomes for the
course or program.

3. Ensuring High Quality Standards

EUC will involve relevant stakeholders in developing and evaluating the curriculum.

Courses within programs are designed with explicit learning objectives, a consistent framework,
and student workloads that are manageable.

The continuous process of review and assessment is effectively organized and reinforced in
teaching that fosters learning; the data acquired through evaluations is utilized to create,
update, and improve its capabilities.

EUC ensures that class sizes are consistent with international best practice, and maintains a
student‐to‐faculty ratio appropriate for the pedagogy applied.

Approval:

Review Log:
Version 2 Board of Trustees/Date


PROCEDURE #: EP03OPO1‐PR1
CAA Standard:
Responsible:
3.o Procedure in Teaching and Learning Assurance
Methodologies Cross Reference: PPM; Faculty Manual

Purpose:
To explain the steps that can be used to produce effective instruction, student learning at high
quality standards so that students can overcome obstacles.

Applicability:
This procedure applies to the concepts and methods that drive high quality education.

Procedure:
Enhancing the Teaching Methodology
Teaching can be enhanced with the following:
 Supplementary materials are used to supplement the syllabus, provide alternative
opportunities for learners, and allow it to be tailored to the needs of individual students.
 Textbooks, course content and additional resources are reviewed on a regular basis by
faculty and students.
 Incorporating self‐study projects throughout all courses to promote autonomous
learning.
 Assisting all teaching staff in their ongoing professional development by:
1. input from external training and conferences, promoting best practices, and
improving departmental practice
2. a program of peer observation for all teaching personnel,
3. Financing teachers' engagement at seminars, workshops, and training sessions.
 Encouraging a daily culture of sharing skills, knowledge, and ideas.
 Using a variety of teaching methods, producing well‐planned lectures with defined
objectives that are shared with students.
 Using formal and informal evaluations to provide feedback to faculty on course planning
and delivery.
 Establishing a strong relationship with students in order to facilitate open dialogue.
 Using regular discussion to involve students in the selection of course material and the
drafting of adjustments to the planned curriculum.
 Assisting instructors when students have specific learning requirements.

Engaging Students in Learning
Student involvement is achieved by implementing proactive and collaborative learning practices,
which are critical for effective learning and include:
 ensuring that students are in a secure environment;
 continuous formal and informal assessments throughout a student's academic career to
allow for the establishment of individualized goals and the monitoring of progress;
 extracurricular events and workshops to allow students to master subjects that they
believe are vital to their growth;
 a participatory strategy in the classroom that allows students to participate in lesson
development;
 an open line of communication with the faculty advisor, allowing students to talk about
their studies and other concerns;
 the use of multiple feedback forms and a student organization that allow students to
formally record their views on their learning and overall college experience.
Maintenance of High‐Quality Standards
We use the following monitoring and quality assurance techniques to guarantee that we
maintain high standards in the areas of curriculum, teaching, and learning:
 conduct regular student feedback on course and faculty where feedbacks are used to
improve curriculum and teaching practice;
 course and learning materials are reviewed, and suggestions for improvements are
provided as needed;
 The Program Director monitors and analyzes student achievement and to look for
patterns if students are making progress and where they are not; the data is then utilized
to influence curriculum planning, teacher CPD, and student assistance; the impact of
which is quality assured on an annual basis;
 The college staff records and analyzes all student input; everything relevant to academic
provision is discussed with instructors, and suitable actions are taken;
 Students and professors are heard, and any suggestions for improvement are taken into
account and implemented where possible.

None

None

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: _____________________

Review Log:


POLICY #: EP03PPO1
CAA Standard:
CAA Standard 2019 Annex (3p)
Responsible:
3.p Course Syllabus Policy Chief Executive Officer/Quality
Assurance

Purpose:
To comply with the requirements stipulated in the Commission for Academic Accreditation
Standard 2019 ‐Annex 13.

Applicability:
This policy is applicable to all courses offered by the institution.

None

Policy:
European University College (EUC) is committed to provide a comprehensive syllabus for each
course offered to ensure that‐
● those involved in curriculum development understand any prerequisites or co‐requisites,
and the learning outcomes of the course;
● students and external reviewers understand the course's contribution to the program
and its connection to other courses in the curriculum;
● students who take the course understand what they need to have achieved in order to
take the course, what will be expected of them during the course, and what outcomes
they will have achieved having successfully completed the course;
● Sufficient information on the course is available for the purposes of course and program
review (program effectiveness).

EUC ensures that course syllabi include information necessary for students to clearly
understand what will be included in the course on a weekly basis and what is required of
them.

The following are the list of elements to which each syllabus should include –
b. course title and course code/number;
c. credit hours (or equivalent);
d. pre‐requisites (if any) and co‐requisites (if any);
e. name and contact information of instructor(s)
f. brief course description (as in the Catalogue);
g. intended learning outcomes of the course;
h. linkage and contribution of course learning outcomes to the program outcomes;
i. course topics and contents on a week‐by‐week basis, including sessions for
assessments;
j. scheduling of laboratory, studio, external visits and other non‐lecture sessions,
including online sessions, as appropriate;
k. information on out‐of‐class assignments with due dates for submission;
l. methods and dates of examinations and other student assessments, including the
relative weight of various assessment elements in determining the course grade;
m. teaching methods, including any use of online instruction;
n. Course texts and recommended readings listed in standard bibliographic detail, and
any other learning resources.

Approval:

Review Log:


POLICY #: EP03QPO1
CAA Standard:
CAA Standard 2019 Annex 16 (3q)

Responsible:
3.q Course File Policy Chief Executive Officer/ Quality
Assurance
Cross Reference: PPM; Faculty Manual

Purpose:
To provide guidelines in the creation and maintenance of all course files.

Applicability:
This applies to all faculty members with teaching courses in European University College (EUC)

None

Policy:
European University College (EUC) complies with requirements stipulated in Annex 16 of
Commission on Academic Accreditation (CAA) Standards 2019
Each course of instruction at EUC has up‐to‐date course files that include all of the elements
identified in Annex 16: Course Files, these must include appropriate amounts of information on
each of the last two presentations of the course in order to assist program effectiveness
evaluators judge whether the course is accomplishing its learning objectives and whether
changes to the course is necessary.

For every course offered in both semesters and summer sessions, the College requires all
teachers to develop and maintain faculty course files. These files are important indicators of the
College's institutional effectiveness and how it runs its academic programs. Course files keep
track of all of the teaching and learning activities that occur within the academic program.

Approval:

Review Log:


PROCEDURE #: EP03QPO1‐PR1
CAA Standard:

3.q Course File Maintenance Procedure Responsible:
Assurance
Cross Reference: PPM; Faculty Manual

Purpose:
To provide the process in the maintenance of course files.

Applicability:
This procedure applies to all course files of for each course of instruction in European University
College.

Procedure:
Each course of instruction in EUC must maintain a course file which includes the following:
a. syllabi for the current and previous offerings of the course;
b. copies of all instructor teaching materials;
c. copies of all assessment instruments;
d. instructor worked answers and marking schemes for all assessment instruments;
e. examples from across the range of student performance of graded responses to all
assessment instruments;
f. student attendance data;
g. a comprehensive instructor review of the presentation of the course, covering:
 appropriateness of the course learning outcomes;
 extent to which the syllabus was covered;
 extent to which learning outcomes were met (with evidence);
 appropriateness of textbooks and other learning resources;
 appropriateness of assessment instruments in relation to learning outcomes;
 appropriateness of the balance of assessment;
 appropriateness of prerequisites;
 general comments on any problems encountered with the course;
h. quantitative analysis of student performance during the course presentation (e.g., grade
distributions);
i. Summary of student feedback on the evaluation of the course.
j. instructor's proposals for any course improvements;
k. Summary of actions taken to improve the course.

All hard‐copy course files are maintained and stored by the Student Affairs Office.
Faculty must upload all course files to the shared folder in EUC intranet every after each major
examination (Midterm and Finals). This will ensure accurate and updated course files for all
courses.
Course File Audits will be conducted by the Quality Assurance on an annual basis to monitor
compliance to the maintenance of course files.

Within 30 days of the final semester grades being posted by Student Affairs, all faculty course
files must be ready for Quality assurance (QA) audit. Likewise, the QA department is given 30
days to consolidate and prepare the audit report 30 working days of receiving official email
notification from the Department Chair that the course files are ready for audit.

Instructors who have incomplete course files must resolve all identified errors within two days of
receiving notification from the Quality Assurance department.

None

None

Approval:
Approved by: Chief Executive Officer/Designee | Signature: ___________| Date: ______________

Review Log:
Version 2 CEO /Date


POLICY #: EP03RPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3r)
Responsible:
Chief Executive Officer / Student
3.r Class Size Policy Affairs

Purpose:
The purpose of this policy determines which class can be cancelled when enrolment is below the
determined class size.

Applicability:
This policy applies to all EUC courses leading to a degree or constituting part of a faculty
workload.

None

Policy:
European University College (EUC) ensures that the academic courses are available to students
appropriately. A minimum class size has been determined according to available guideline. The
class size may vary according to the enrolment received in a particular period. However, the
minimum class size will be referred to when student enrolment is way below the desired class
size and a decision to cancel a class or not is needed. The following factors are considered in this
instance:
a. Student enrolments
b. Facility constraints
c. Financial constraints
d. Legal mandates

Each year during the budgetary process, the Chief Executive Officer and Student Affairs Office
will come up with a recommendation to the Board of Trustees for any staffing requirements to
appropriately manage class size.

Upon recommendation by the Program Director, courses maybe offered below the minimum
class size requirements when:
● Cancellation of a class may cause delay in the student’s academic progress.
● The course is a prerequisite to proceed to the next higher course offering.
The faculty member assigned to the cancelled class will be reassigned to handle another course
of his/her expertise.
The target class size ranges are:

Academic Program Target Class Range
Master in Orthodontic Program 8 ‐12
Master in Paediatric Dentistry Program 6 ‐10
Advanced Education in General Dentistry 8‐12
Master in Restorative & Prosthodontics 6‐10
Master in Endodontics Program 6‐10

Resident to Faculty Ratio:
European University College maintains three categories of educational courses or venues:
didactic (classroom), laboratory and clinical.
Didactic (classroom) courses ‐ Because of the nature of the instruction and the nature of
materials being taught in evidence‐based courses, resident‐faculty ratio is 15:1.
Laboratory courses provide instruction in developing specific skills needed to perform specific
professional tasks such as cephalometric analysis or orthodontic appliance placement. The
recommended laboratory course resident‐faculty ratio will not exceed 12:1.
Clinical courses provided one‐on‐one instruction on patient care in the clinical setting. Because
of the time‐intensive nature of the instruction and the fact that human beings are being treated
by students, the recommended clinical course resident‐faculty ratio should not exceed 5:1.
EUC uses the two‐handed and four‐handed patient‐care delivery strategies depending on the
clinical settings in the courses, cases, and circumstances. For example, four‐handed delivery is
appropriate for procedures such as placing orthodontic appliances, taking impressions, and
performing intraoral photography. Two‐handed delivery examples include arch‐wire
adjustments, and consultations. The majority of clinical procedures in the MS ODO program
require only a two‐handed delivery. Two‐handed delivery is used about 3‐times more often
than four‐handed delivery.

Approval:

Review Log:


PROCEDURE #: EP03RPO1‐PR1
CAA Standard:

Responsible:
3.r Class Cancellation Procedure Chief Executive Officer / Student
Affairs

Purpose:
To detail the process in determining minimum class size requirements at European University
College (EUC).

Applicability:
This procedure applies to all courses offered in EUC.

Procedure:

Class scheduling procedure:
1. At EUC, the program curriculum course sequence is set seldom changes. Each batch of
students admitted moves through the same courses together as a batch during the 6‐
semester Program. The sequence of courses is established on a semester‐by‐semester basis
which may vary slightly from batch to batch.
2. The Student Affairs Office tracks students by batches and semester; all courses in the
program curriculum are required for graduation.
3. Physical spaces (classrooms) are identified and time schedules are mapped by the student
affairs Office.
4. Seat fill rate is defined by the size of the batch against class size per course. If batch sizes are
small and the combined number of students does not exceed student‐faculty class size ratio,
two batches may be taught simultaneously for a single course.
5. There will be no specific room assignments for all courses.
6. Faculty and instructors may request the Student Affairs Office for specific classrooms.
7. The Student Affairs Office is responsible for the centralized time blocking to have a more
effective course scheduling.
8. An academic calendar will be provided by the Student Affairs Office detailing the class
schedules, major examination and public holiday dates.

Class cancellation procedure:
 The Program Director together with the Chief Executive Officer will review the course
scheduling status report.
 All outcomes of the review must be immediately provided to the Student Affairs Officer.
These may include any course cancellations, changes in classroom locations or
assignments and name of faculty to handle the course. All changes must be made before
the end of the second week of classes.
The Chief Executive Officer shall provide the Chair of the Board of Trustee with the list of
courses, in any, which have been allowed to proceed below minimum class size.
None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: EP03SPO1
CAA Standard:
(3s)
3.s Intensive Modes of Course Delivery Policy Responsible:
Assurance

Purpose:
To provide guidance in courses that may be delivered at European University College (EUC) in
intensive modes of delivery.
Applicability:
Applies to courses in EUC offered over a shorter duration.
The term intensive modes of delivery refer to courses that are offered over a shorter duration
than the generally accepted period of a standard “semester “(15 to 17 weeks) or “quarter” (9 to
12 weeks). These may include “short courses” of a few weeks’ duration, courses offered in a
shortened term (such as a summer session or a January term), blended learning courses where
face‐to‐face contact with the instructor occurs only over a short period, or similar “intensively”
delivered courses or programs. Even though a course delivered through intensive modes of
delivery may technically comply with requirements in the Standards related to “contact hours”
or “seat time”, studio or laboratory hours, and out of class or homework hours, the institution is
required to comply with provisions related to sound pedagogical principles. (As defined in CAA
Standards 2011, Appendix 1)
Policy:
European University College ensures that:
● Students are adequately advised about any changes made to EUC’s operations or
implementation of its academic programs due to its shortened time of delivery.
● students in intense mode of delivery courses have similar class contact time and out‐of‐
class study time objectives as students in standard semester or term courses;
● During the condensed period, the entire course material of the approved syllabi will be
taught;
● the study plan ensures that all enrolled students may realistically attain the learning
outcomes of the courses and programs;
● During the condensed semester, all student services, including library access and support,
IT assistance, healthcare services, and entertainment facilities, are available.

Before the start of courses scheduled for intense mode or reduced term delivery, EUC must
acquire approval from the Commission on Academic Accreditation.
During the Summer Sessions, EUC offers courses in a compressed format.

The CAA understands that some universities may want to provide summer courses. The
Commission's policy is to allow institutions to offer summer courses without submitting a formal
application to the Commission for approval, but the pattern and intensity of course delivery
should be communicated and approved by the Commission as a general framework that the
University can use in its summer courses.

Approval:

Review Log:


POLICY #: EP03TPO1
CAA Standard:
(3t)
3.t Academic Misconduct Policy Responsible:
Student Affairs
Cross Reference: Student
Handbook; PPM

Purpose:
To foster student academic integrity and to appropriately address any case of student academic
misconduct.

Applicability:
This policy applies to all EUC student examinations and assessments both in academic and
research modules.

Academic misconduct is defined as acquiring or attempting to acquire, or assisting others in
gaining or attempting to gain, an undue academic advantage in an official College evaluation, or
any activity that threatens academic and research credibility.

Policy:
Every member of the EUC should be concerned about maintaining the basic values such as
honesty, trust, respect, equality, accountability, and professionalism.

The Academic Misconduct Policy must be accepted by the students. They are expected to always
engage in ethical decision‐making and should assume full responsibility for their actions.
Any violation of academic misconduct will be dealt with through the Student Discipline
Procedure.

Any member of the EUC staff who assists a student in academic misconduct in violation of the
Rules of Behaviour is prohibited.

The policy for academic misconduct is outlined below:
All student output that is submitted as part of the assessment requirement must be the
student's original work. It must be written in their own style of writing using their own unique
ideas and interpretation of a concept.
Students must not falsify or misrepresent any data, results, references, evidence or other
information.
Students are prohibited from engaging in contract cheating which are by essence a third‐party
work such ghost writing, essay mills etc.
All proceedings of the investigation, its correspondence and documentation are highly
confidential. This confidential information may only be disclosed with third parties when it is
necessary in the investigation procedure.

Approval:

Review Log:


PROCEDURE #: EP03TPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (3t)
Responsible:
Student Affairs
3.t Academic Misconduct Procedure
Cross Reference: Student Handbook;
PPM

Purpose:
To appropriately address any case of student academic misconduct.

Applicability:
This procedure applies to all EUC student examinations and assessments both in academic and
research modules.

Procedure:
Disciplinary Code
The following actions are considered by the College to be not acceptable:
Breach of Academic Integrity: Any infringement of the above‐mentioned academic misconduct
policy is typically referred to the disciplinary committee, which has the power to investigate,
examine, judge, and then execute the appropriate penalty.
If a student is found to be cheating, the following penalties apply:
(1) The student will receive a failing grade in the course in which they were caught cheating
on a test.
(2) The disciplinary warning letter will be reflected in the personal file for appropriate
documentation within 7 business days.
(3) Repeated episodes of cheating or academic dishonesty in the future will result in
dismissal from the College.
Various penalties that may be enforced as a result of other violations of the academic honesty
policy include, but are not limited to:
● Verbal or written reprimand or warning
● Student work is re‐evaluated
● Failure on the specific assignment
● Failure in the specific course
● Failure in the specific semester
● Admission or readmission to the University is denied
● Student will be removed from registration in the University
● Suspension
● Dismissal from the University
● Degree is cancelled or revoked
The following considerations may be considered when determining the acceptable sanction to
be imposed for an act of academic dishonesty:
● Degree of severity of the academic dishonesty;
● Whether the academic dishonesty was intentional or otherwise;
● The significance of the work in question as a course or program component;
● Whether the offense was a one‐time occurrence or part of a pattern of academic
dishonesty; and
● Any other conditions that are either minimizing or exacerbating
2. Other Offenses:
Disruption/Obstruction: Defined as meddling with or hindering University operations or
activities. It includes arguing, feuding, bad behavior, or excessive noise complaints are all
examples of disrupting the University's peace and good order.
Mental or Bodily Harm:
 deliberately causing mental or physical harm to another individual;
 doing any reckless, but not unintentional action that could cause mental or bodily
injury to anyone;
 Any act that degrades, humiliates, or shames another person.
Discrimination: Defined as a deliberate prejudice against someone nationality, ethnicity,

creed, national origin, gender, age, or disabilities.
Destruction of Property: Defined as the deliberate and careless action that causes damage
to the University property or the property of any person or business by ruining,
vandalizing, or meddling with it.
Theft: Defined as stealing of property or services from any person or business on university
property, or the planned theft of property or services from anybody on university
property.
Possession of Stolen Property: Defined as carrying goods that the owner suspects are stolen and
could be identified as belonging to the University or another person or organization.
Forcible Entry or Trespass: Defined as the forceful or unlawful entry into any building structure or
in university premises.
Unauthorized Use of Property or Service: Defined as the illegal use and possession of university
property or other person’s property.
Unauthorized Use of University Keys: Use, sale, replication, or custody of any key(s) issued for any
building, facility, room, or other University property without authorization.
False Report of Emergency: Creating, disseminating, or causing a false claim or alerting of a fire,
bomb, crime, or other disaster.
Misuse of Safety Equipment: Unlawful use or modification of firefighting, safety, or other
emergency equipment
Possession of Dangerous Weapons: Carrying of a firearm, munitions, dangerous substances, illegal
knives, or any other deadly instrument on university grounds without authorization.
Possession of Controlled Substances: On the University grounds, use or sale of any psychotropic
substance, excluding personal medications prescribed by a physician.
Use of Alcoholic Beverages: Carrying, sale and drinking alcoholic beverages in university premises.
Failure to Appear: Failure to attend or schedule a hearing as requested by university authority or
police.
Violation of Established University Policies and Procedures: Breach of University policies and
procedures as defined in the student handbook.
Aiding and Abetting: Aiding, employing, or influencing another person to disobey the code.
INITIATION OF DISCIPLINARY ACTION:
Any person may bring allegations of violations to any of EUC policies but the allegation must be
presented in writing (not verbally) by way of either a Quality Improvement Report or Incident
Report. After a written report is filed, an investigation will be initiated by the appropriate EUC
personnel according to the nature of the allegation.
A. Notification and Procedural Interview
 After the respondent is notified in writing of an alleged policy breach, a process
consultation or interview will be organized within 3 business days.
 Failure to attend for the procedural interview will be treated as a distinct breach of this
code, with additional disciplinary action
 The student must appear before the disciplinary committee within 5 business days of the
procedural interview. The student will be notified of the time, date, and location of the
appearance by the Chief Executive Officer and the Student's Affairs Office.
 The student's academic advisor may attend the meeting as an observer and address the
committee only with the Chief Executive Officer's consent (CEO)
B. Disciplinary Committee
The CEO establishes the Disciplinary Committee at the start of each academic year. In
addition to the Chief Executive Officer, who also chairs the Committee, it consists of
three faculty members. When a case is referred to the Committee, it meets as needed.
The Committee Chair informs the student in question that he or she must attend a
hearing session at least 7 working days before the hearing date. After analyzing the
matter and hearing from the student in question, the Committee submits its
recommendations to the CEO for approval, including any proposed sanctions.
C. Sanctions:
The following are some of the factors that should be considered while imposing sanctions:
● the respondent's motive for acting in a certain way;
● disciplinary history of the respondent; and
● the degree to which the misconduct jeopardizes the EUC community's safety and
security, as well as the chance of the behavior recurring.
Sanctions may include one or more of the following:
1. Dismissal, which prevents the student from ever returning to the University and from
being physically present on university property without authorization. The student's
permanent record will reflect his or her dismissal.
2. Suspension, which prevents the student from going to the university and from being
physically present on university property without authorization for the duration of the
suspension, which cannot exceed one calendar year after it takes effect;
3. Disciplinary probation, which alerts a student that his or her behaviour has resulted in a
penalty that is on the verge of being suspended. If student continue to misbehave while
on probation, student may be dismissed from the university. It is in place for a specific
amount of time.
4. Additional punishments may include, but are not limited to, the following:
 restitution
 financial fines
5. A reprimand is a formal written notice to the student that his or her behaviour is
inappropriate; and
6. A verbal reprimand is a method of advising or counselling a student about his or her
behaviour.
D. Appeals:
 Respondents may dispute the disciplinary committee's decision; the complaint must be
submitted within 15 days of the committee's judgment.
 A separate appeal form must be filled out to appeal a committee decision to the
grievance committee.
 Within 15 days after receiving the appeal, the grievance committee evaluates the issue
and notifies the student of its decision, with a copy to the Registrar.
 A student may lodge an appeal the decision of the grievance committee to the CEO, who
will make a final decision within 7 days of receiving the decision of the committee.


Approval:

Review Log:
Version 2 CEO /Date


POLICY #: EP03UPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3.u)
Responsible:
3.u Resident‐ Faculty Ratio Policy Chief Executive Officer

Purpose:
This policy aims to define minimum resident ‐to‐faculty ratio in the three categories of
educational courses or venues used in EUC: didactic (classroom), laboratory and clinical.

Applicability:
This applies to the determination of the appropriate resident‐to‐faculty ratio in all categories of
education courses in EUC.

The resident‐faculty ratio refers to the number of residents (students) for every faculty educator
in a school. The resident‐faculty ratio reflects the educator's workload and how available they
are to offer services and care to their students. Many students and teachers find that the lower
the ratio, the better the educational process and learning will be.

Policy:
The resident‐faculty ratio has been found to be one of the strongest indicators of student
success and engagement. Lower resident‐faculty ratios allow closer adaptation of teaching to the
specific learning styles and facilitate one‐on‐one mentoring relationships. Additionally, a lower
resident‐faculty ratio will lighten the workload for teachers, enabling them to focus on the
quality rather than the quantity of their teaching and grading.
At European University College, there are three categories of educational courses or venues:
didactic (classroom), laboratory and clinical.

Didactic (classroom) courses are typically evidence based that require the resident to respond to
assigned reading. At EUC, 21 of the 31 curriculum courses (67.7%) are didactic courses. Batch
(class) sizes admitted to EUC do not exceed 10 students per batch and resident‐faculty ratios
typically range from 4:1 to 10:1. Because of the nature of the instruction and the nature of
materials being taught in evidence‐based courses, resident‐faculty ratio is not limited.

Laboratory courses provide instruction in developing specific skills needed to perform specific
professional tasks such as cephalometric analysis or orthodontic appliance placement. At EUC, 4
of the 31 curriculum courses (12.9%) are laboratory courses. The recommended laboratory
course resident‐faculty ratio should not exceed 12:1.

Clinical courses provided one‐on‐one instruction on patient care in the clinical setting. At EUC, 6
of the 31 curriculum courses (19.4%) are clinical courses. Because of the time‐intensive nature of
the instruction and the fact that human beings are being treated by students, the recommended
clinical course resident‐faculty ratio should not exceed 5:1.

Approval

Review Log:
Version
Number


POLICY #: EP03VFPO1
CAA Standard:
CAA Standard 2019 Annex 3 (3v)
Responsible:
Assurance
3.v Direct Assessment Policy Cross Reference: Faculty Manual; PPM

Purpose:
The purpose of direct assessment at EUC is to measure and analyse the resident’s mastery of the
program learning outcomes.

Applicability:
This policy applies to all formal assessments given to students at EUC.

Direct Assessment: This is an examination of student behaviours or outputs that reflect their
mastery of course learning objectives. Student’s level of proficiency can be determined by their
clinical supervisor through analysing the results of their outputs.

Mini‐Clinical Evaluation Exercise (mini‐CEX): This is a tool used to assess a student’s clinical or
patient‐contact encounter in order to find out the student’s skills proficiency critical to
appropriate clinical care, such as obtaining a history, performing an examination, and using
clinical reasoning. To improve learning, the student gets timely feedback. When there is a
student‐patient encounter and an assessor is present, it can be used at any time and in any
setting. Mini‐CEX, a self‐assessment tool, can also be utilized in laboratory courses.

Direct Observation of Procedural Skills (DOPS): A DOPS is an evaluation instrument that
compares a student's execution in performing a practical scenario to a standardized checklist.
The student receives immediate feedback in order to determine his or her strengths and areas
for improvement. Mini‐CEX can also be utilized in laboratory courses.

Case‐Based Discussion (CbD): The CbD evaluates a student's execution in managing a patient to
determine their competency in areas like clinical judgement, patient management, and
implementation of scientific knowledge to patient care. It is a means of recording students'
discussions and presentations of cases.

Multi Source Feedback (MSF): This is a formative evaluation that is completed once every
training year to contribute to the review of each core unit. It should be completed by all team
members with whom the trainee works (colleagues, doctors, nurses, support staff). It covers the
following competence: areas interpersonal skills, communication and professionalism.

Classroom Assessment (WE): The predominant classroom assessment methods are written
examinations (WE) including true/false, multiple choice, matching type, short answer, multiple
short answer, written paper and structured clinical reasoning. Other classroom tools are oral
examination (viva voce) and Objective Structured Clinical Examination (OSCE).

Policy:
The method of enhancing students' learning begins with assessment. It provides a foundation for
establishing educational goals and where student progress is monitored. Assessment must be
done in collaboration with the students. In order to recognize any student learning problems,
assessment should be routinely incorporated into teaching practices. Student progress must be
monitored. It aids EUC’s efforts to improve student learning, as well as teachers' abilities and
acuity. In terms of gender, class, ethnicity, and disability, our assessment techniques are bias‐
free, are against stereotyping, and generalization in terms of nationality, colour, creed etc.
EUC uses Workplace Based Assessment to measure and analyse resident mastery of the clinical
learning outcomes.

Approval:

Review Log:


PROCEDURE #: EP03VFPO1‐PR1
CAA Standard:
Responsible:
Chief Executive Officer/Quality Assurance
3.v Direct Assessment Procedure Cross Reference: Faculty Manual; PPM

Purpose:
To detail the types of Workplaces Based Assessment tools used in EUC and its instructions on
how to use the assessment tools.

Applicability:
This procedure applies to the four main types of formal workplace‐based assessment tools in
EUC.

Procedure:
Principles of Workplace Based Assessments (WBA)
Workplace‐based assessments (WBA) should be appropriate for any training environment and
encourage the clinical supervisor to see all areas of the student’s practice in order to discern the
student’s distinct training needs and provide student feedback. Moreover, WBAs are flexible and
adaptable to assess the educational outcomes in a variety of scenarios.

The WBA assessment tools are mainly summative assessments that will help determine whether
the student’s accomplishment is satisfactory or not satisfactory. However, it can also be used in
formative student assessments. Formative feedback for self‐directed learning can also be used in
areas where they have performed poorly as well as in areas where they have performed well.
WBAs should be:
• Valid: Includes direct observation of student’s work and “mapped” against programme
syllabus and intended learning outcomes (ILOs).
• Reliable: Several outcome measures are required, including the number of assessors and
methodologies used, as well as their frequency.
• Feasible: The assessment should not take longer than the task being evaluated at work. Within
5‐10 minutes, the assessor should be able to finish grading and provide immediate feedback.
• Trainee‐ and assessor‐led: The student must be given the overview to enhance understanding
of the assessment task to be performed. This will encourage the student to be motivated.
The primary types of Work Based Assessments used in EUC:
1) Mini‐Clinical Evaluation Exercise (mini‐CEX)
2) Direct Observation of Procedural Skills (DOPS)
3) Case Based Discussion (CBD)
4) Multi Source Feedback (MSF)

Summary of DOPs, Mini‐CEX and CBDs
DOPs and mini‐CEX are used during clinical and/or or laboratory sessions. These evaluations are
based on the student's skill performance. The assessor can question the student about a clinical
encounter in order to gauge the student’s knowledge and reasons for their actions, or what a
student can do in a given clinical situation. Just like the DOPs and mini‐CEX, the CbD and MSF
tools allows the assessor to question the student in each clinical encounter to gauge their
knowledge and critical thinking abilities, however, the CbD and MSF evaluations are utilized
outside of the clinical setting.
Workplace‐based assessment tools used at EUC

WBA Competencies Assessors

Communication with patient, physical Clinical supervisors or laboratory
mini‐CEX
examination, diagnosis, treatment planning instructors
Technical skills, procedures Clinical supervisors or laboratory
DOPs
and protocols instructors
Clinical judgement, clinical management,
CbD Clinical supervisors
reflective practice
MSF Multi‐ Source Feedback (360 O) Clinical supervisors

None

Form 1: Mini‐Clinical Evaluation Exercise (mini‐CEX) (EP03VFPO1‐PR1‐FR1)
Form 2: Direct Observation of Procedural Skills (DOPS) (EP03VFPO1‐PR1‐FR2)
Form 3: Case Based Discussion (CBD) (EP03VFPO1‐PR1‐FR3)
Form 4: Multi Source Feedback (MSF) (EP03VFPO1‐PR1‐FR4)


Form ‐ 1
Mini‐Clinical Evaluation Exercise (mini‐CEX)

Resident name______________________ Year of programme_____________
Type of clinical case_________________________________________________________
Case complexity: Low___ Moderate___ High____
Patient Details: Age ____ Medical history____________________________________

Standard‐ The assessment should be judged against the standard expected at COMPLETION of
the programme as defined in the learning outcomes.

Scale
Grade 1‐Insufficient knowledge despite significant prompting, significant input from assessor
Grade 2‐Borderline knowledge, substantial input from assessor
Grade 3‐ Sufficient knowledge, meets expectations (that of a specialist), minimal assessor input
Grade 4‐ Impressive knowledge, manage independently

Please grade areas below using the scale 1‐4:
Unable to
Area of Assessment Grade
assess
1.History Taking

Gathers information from all available sources including from patient's notes,
investigations and other professionals where required.
2. Physical Examination Skills

Adapts examination and orders further investigations where clinically indicated
to clarify diagnosis etc.
3. Communication Skills

Demonstrates effective communication skills
4. Clinical Judgement

Identifies significant issues and problems to be addressed including patient’s
preferences and cultural beliefs and incorporates these into the perioperative
plan
5. Professionalism

Demonstrates respect, compassion and empathy, respects autonomy, dignity,
confidentiality, privacy and diversity
6. Organisation/Efficiency

Arrives early enough to prepare and performs tasks and coordinates staff to
ensure an efficient use of time resources
7. Overall Clinical Care

Adequately justifies clinical decisions and demonstrates understanding of risks
and benefits
Unable to
Area of Assessment Grade
assess
8. Vigilance

Demonstrates situational awareness through constant monitoring of the

patient (clinically and electronically), the procedure and other personnel
9. Clinical knowledge

Demonstrates relevant knowledge and understanding pertaining to the case
10. Problem solving/ decision making

Demonstrates sound judgment and clinical decision making

11. Documentation

Comprehensively, concisely and legibly documents relevant matters

12. Team interaction

Participates effectively and appropriately in an inter professional healthcare

team

Overall Summative Grade: ________

Anything especially good?
Suggestions for development:
Please include an explanation of any rating below ‘meets expectations’:
Action agreed:

Assessor’s name______________________________ Assessor’s signature_________________

Student’s signature _________________________ Date________________

INSTRUCTIONS ‐ 1: Mini‐Clinical Evaluation Exercise (mini‐CEX)

Introduction

The Mini‐CEX is designed to assess the clinical skills of trainees. It provides an assessor with a structured
format for directly observing and assessing the performance of a trainee, usually from the pre‐operative
assessment to the patient’s discharge. However, an assessment can focus on aspects of a case such as
preoperative assessment and clinical diagnosis. This assessment will assist the trainee to learn and attain
greater autonomy.

Conducting a Mini‐CEX

Either the trainee or supervising Faculty can initiate a Mini‐CEX. While supervising Faculty are
encouraged to initiate assessments, ensuring the completion of the required number of assessments is
ultimately the responsibility of the trainee.

A typical Mini‐CEX may start with the trainee and the supervising Faculty agreeing on a suitable case or
aspect of a case before the clinical session. This would be something that the trainee should reasonably
be expected to manage fairly independently and be working towards independent practice. There
should be a clear understanding that the trainee is in the “driver’s seat” and that the assessor will only
intervene for reasons of safety or efficiency. The trainee should be encouraged to articulate their
relevant thoughts as much as possible such as the issues identified from the assessment of the patient,
their treatment plan and rationale, potential problems that they envisage and how they would manage
this etc. The assessor should take notes, particularly on why they (the assessor) did or did not need to
intervene at various points in the case. This will form the basis of the feedback. The most import aspect
of this assessment is the constructive feedback provided. It should be given immediately after the
completion of the case in as private a setting as possible. The trainee may be asked to self‐assess before
the assessor provides their feedback and assessment.

Additional Descriptions of Items relating to the Mini‐CEX

Patient assessment Adapts history taking, examination and orders further investigations where
clinically indicated e.g., to determine severity, to clarify diagnosis etc. taking
into account the context (i.e., urgency) of the situation
Gathers information from all available sources including from patient's notes,
investigations and other professionals where required.
Presents findings concisely and in a logical order
Arranges pre‐operative treatment when required
Correctly interprets and discusses the implications of results of investigations
Identifies the significant issues and problems to be addressed including the
patient’s preferences and cultural beliefs and incorporates these into the
treatment plan (see Planning)

Organization/efficiency Arrives early enough to prepare equipment and materials Organizes things so
the most important are done first
Performs tasks and coordinates staff to ensure an efficient use of time
resources

Planning Formulates an appropriate clinical plan in collaboration with the patient,
their family and other team members
Outlines potential problems and alternatives
Articulates a comprehensive plan for the case that relates to the above and
makes sense

Vigilance Maintains focus on patient care and avoids distraction
Anticipates and prepares for predictable clinical changes
Responds in a timely manner to changes in the patient’s status
Problem solving and Adequately justifies clinical decisions and demonstrates understanding of
decision making risks and benefits
Interprets available data; integrates information to generate differential
diagnoses and management plans
Manages emerging clinical problems and complications

Insight Consults with colleagues and other health professionals to optimize patient
care Aware of issues that may affect own performance such as fatigue and
illness

Documentation Includes patient assessment, consent, risks, complications, difficulties,
procedures, observations and care plans etc.

Patient interaction Demonstrates effective communication skills including;
• active listening
• encouraging discussion
• reinforcing key points
• attending to verbal and nonverbal cues
• adapting to individual patient context including language (uses interpreter
appropriately), and education (avoids jargon and complex language)
• recognizing and addressing miscommunication

Adapts communication to a variety of clinical contexts
Communicates in a way that encourages confidence, allays anxiety and
facilitates co‐operation
Comforts and re‐assures patients during stressful situations, procedures
Demonstrates respect, compassion and empathy
Respects autonomy, dignity, confidentiality, privacy and diversity

Form ‐ 2
Direct Observation of Procedural Skill (DOPS)

Resident name______________________ Year of Programme_________________
Type of clinical case____________________________________________________________
Patient details: Age ____ Medical history________________________________________
Scale


Area of assessment Grade Unable to
Assess
1. Clinical knowledge

Demonstrates relevant knowledge and understanding of the procedure
including indications, contraindications, anatomy, technique, side

effects and complications
2. Obtains informed consent

Explains procedure to the patient and obtains valid and adequate

informed consent
3. Preparation for procedure

Prepares appropriately for the procedure. Ensures assisting staff are
present; check equipment and prepares materials, arranges workspace

ergonomically
4. Administers effective local anaesthesia

5. Demonstrates good asepsis and safe use of instruments/ sharps

Demonstrates aseptic/clean technique and standard (universal)

precautions
6. Performs the technical aspects in line with guidelines

Demonstrates manual dexterity and confidence; demonstrates correct

procedural sequence with minimal hesitation and unnecessary actions
7. Vigilance

Knows when to seek assistance, abandon procedure or arrange

alternative care to prevent harm to patient

Area of assessment Grade Unable to
Assess
8. Completes required documentation (written/ computerised)

Documents the episode including problems and complications.

9. Issues clear post‐procedure instructions to patient / staff

Arranges and documents plans for post procedural care
10. Patient interaction

Provides reassurance and checks for discomfort, concerns and

complications
11. Communicates with staff in a professional manner

Provides clear and concise instructions to assisting staff and conveys
relevant information concerning the patient and plans to team

members
12. Overall ability to perform whole procedure

Was the procedure performed with no intervention from supervising
clinician

Overall Summative Grade: _____________
Please use this space to record areas of strength:
Please use this space to record any suggestions for development:

Assessor’s name_________________________ Assessor’s signature_____________________

Student’s signature______________________ Date__________________________


INSTRUCTIONS‐2: Direct Observation of Procedural Skill (DOPS)

Introduction

DOPS is designed to assess and provide a structured feedback format for both knowledge and technical
proficiency regarding a discrete procedural skill.

Conducting a DOPS

Trainees will have identified a number of procedures during their clinical placement for which they will
aim to demonstrate proficiency by the end of the semester. The trainee should initiate a DOPS when
they feel they have a reasonable chance of demonstrating safe and efficient independent practice. DOPS
can be undertaken on real patients or in a simulated environment such as on a manikin trainer.

It is useful to ask the trainee to outline how they will do the procedure and what precautions they will
take, before they start the procedure. To assess clinical knowledge, understanding and reasoning related
to performing the procedure on a patient (or in a skills lab), Assessors could prompt the trainee on:

• What are the contraindications, benefits, risks, complications, and alternatives (together with the pros
and cons) of the procedure?
• What should be discussed with the patient and family? How should valid and adequate informed
consent be obtained?
• Trouble‐shooting ‐ What problems can occur during the performance of a procedure like this and what
would be your approach to dealing with them?
• Regarding potential post procedure problems, how do you minimize risk to the patient?
• Outline the relevant anatomy and relate it to the issues outlined above

Please remember that the most important aspect of this assessment is the constructive feedback you
provide to the trainee after completing the DOPS.

Form ‐ 3
Case Based Discussion (CbD)

Resident Name______________________ Year of Programme_____________
Type of clinical case____________________________________________________________
Patient Details: Age ____ Medical history________________________________________


Scale

Unable to
Area of assessment Grade assess

Record Keeping
Comprehensively, concisely and legibly documents assessment and

management plans. Documents the risks associated with the planned

procedures. Arranges follow up care for the patient if required.
Quality of Records
Radiographs are of diagnostic quality; study casts and other associated material
are of appropriate standard.
Patient Assessment
Presents a complete and appropriate assessment of the patient and well
documented findings.

Investigations
Demonstrates an appropriate rationale for selection, a correct interpretation of

the results and an understanding of their implication.
Problem solving
Demonstrates a theoretical ability to manage potential emerging clinical
problems and complications.

Diagnosis
Identifies the significant issues and problems to be addressed and presents these
in a logical order.
Clinical knowledge
Demonstrates possession of the relevant factual knowledge pertaining to the

case.
Insight
The degree of supervision felt necessary by the trainee for the clinical
encounter matches the knowledge and understanding demonstrated
Recognises the limits of their expertise and experience. Takes on responsibility

appropriately
Treatment

Any treatment undertaken has been undertaken to a high standard according
Unable to
Area of assessment Grade assess

to clinical records available to the assessor
Future Planning
Has taken into consideration prognosis, maintenance, options upon failure, pt
motivation
Professionalism

Upholding patient welfare, autonomy and social justice
Overall Clinical Judgement
Adequately justifies clinical decisions. Demonstrates understanding of risks

and benefits
Reflective learning
Recognises and reflects upon learning issues in practice. Outlines the resources

used to gain the evidence‐based knowledge and understanding through inquiry

that was stimulated by the case

Overall Summative Grade: _____________
Positive points:
Suggestions for development:
Please include an explanation of any rating below ‘meets expectations’:
Action agreed:

Assessor’s name____________________________ Assessor’s signature____________________

Student’s signature ________________________ Date _______________


INSTRUCTIONS ‐3: Case Based Discussion (CbD)

Introduction
Case Based Discussion is an assessment of a discussion based on the clinical records of a case that
the trainee has done fairly independently. It is designed to assess and coach trainees primarily in
the skill of reasoning through discussion of decision making and interpretation and application of
evidence related to real cases that trainees have managed fairly independently. It is also an
opportunity to assess and give guidance on relevant clinical knowledge, understanding,
documentation and a trainee’s reading around the issues raised in the case.

It is similar in some ways to conducting a trial viva however a real case that the trainee has
managed fairly independently is used as the stem. CbD should only require 10‐ 20 min of
discussion, and the whole process should only take 30‐45 min once done several times.

Conducting a Case‐based Discussion
The trainee brings to their assessment copies of the clinical records of at least four cases they
have dealt with reasonably independently and the assessor chooses the most appropriate one for
discussion. Cases may be of general interest or relate to one of the specialized study units
required as part of the Programme clinical training.

Occasionally, the Programme Director may request a trainee to have a particular case type
assessed. In this instance, the trainee only needs to take a copy of that clinical record. Identifying
information on the copies of the records should be blanked for privacy reasons.

The trainee presents the case to the assessor. The assessor puts a brief summary in the field
"Type of Clinical Case". Suggested foci for discussion are provided below. The assessor should
provide a brief summary of the issues discussed and provide an estimate of complexity.

Assessors can prompt the trainee on the clinical care issues related to:
• The patient
• The procedure
• Potential problems and alternatives
• Prognosis

Trainees should outline their treatment plan and:
• Explain the reasons for their choices
• Discuss alternatives including pros and cons
• Justify what investigations were required in this setting
• Any further workup or referral that was required
• Consider if there were any particular points in this case where the patient was at increased risk
and what complications could have occurred and how these should be managed.

Please remember the most important aspect of this assessment is the constructive feedback you
provide to the trainee after completing the CbD. The trainee should be given advice on areas that
they need to focus on in their future study and structures that they may find helpful for
approaching tasks such as formulating plans.

The assessor may need to “fill in the gaps” so that ultimately an example of “deep up to date
knowledge, comprehensive evaluation of the issues, and the ability to clearly justify clinical
decisions relating to the management of the case” is provided as a learning exercise for the
trainee. The amount of input required from the assessor so that this is demonstrated forms the
basis of the rating of overall performance.


Form ‐ 4
Multi Source Feedback (360O)

Resident Name______________________________ Year of Programme____________________

Your assessment should be undertaken without discussion with either the trainee or other
ratters and should be judged against the standard set by other doctors at the same level with
whom you work, or have worked. Your anonymised comments will be passed on to the resident.

Please provide a grade on the following scale:
1‐ Significant development required
2‐ Further development necessary
3‐ Good
4‐ Outstanding
Not Observed

How do you rate this student in their:

Area of assessment Grade Unable to assess

Clinical Care
1. History taking and examination skills

2. Relevant knowledge and diagnostic skills

3. Ability to formulate appropriate management plans

4. Procedural (technical) skills

5. Record keeping (timely, accurate, legible)

Maintaining Good Clinical Practice
6. Ability to manage time and work under pressure

7. Decision making and implementation skills

8. Awareness of own limitations (willing to ask for help)

9. Initiative and leadership skills

10. Focus on patient safety (clinical governance)

Teaching Training, Appraising and Assessing
11. Willingness and effectiveness when teaching/training

Area of assessment Grade Unable to assess

colleagues

Relationship with Patients
12. Communication with Patients

13. Communication with carers/or family

14. Respect for patients and their right to confidentiality

Working with Colleagues
15. Verbal communication with colleagues

16. Written communication with colleagues

17. Ability to recognise and value the contribution of others

18. Accessibility/reliability

Overall performance
19. Overall, how do you compare yourself with a doctor ready to
complete this year of the Programme?

Learning and teaching
20. Willingness to ask for feedback and to learn from it

21. Teaching (enthusiasm and effectiveness)

Relationships with patients and colleagues
22. Communication with patients and their relatives

23. Communication with colleagues

24, Active involvement with your team

25. Accessibility and reliability

Summary
Overall, please describe how you rate this doctor compared to other doctors at the same level
with whom you have worked?

Please give specific examples relating to any area in which you feel this trainee is outstanding:

Please give specific examples relating to any area in which you feel that this trainee requires
development:

Assessor’s name__________________________ Assessor’s signature_____________________

Student’s signature________________________Date________________________________

INSTRUCTIONS‐4: Multi Source Feedback (MSF‐ 360O)

Introduction

The major role of MSF is to broaden the sources of feedback on everyday clinical care, recognizing
clinicians do not work in isolation but as members of interdisciplinary and inter professional teams
to deliver patient care.

MSF provides information on how the trainee is performing across the different clinically related
ILOs, including feedback on how others perceive their skills in communication, collaboration and
teamwork, patient advocacy and professionalism.

Unlike the other Workplace Based Assessments, MSF does not necessarily use real time observation
but rather incidental observations over a period of time. It includes clinicians and others who have
had a direct experience of the trainee. For example, this may include dental assistants, reception
staff, administrative staff, clinicians from other departments, laboratory staff etc.

Please remember the most important aspect of this assessment is providing constructive feedback,
so please aid the trainee’s future development by making suggestions for improvement. The
Supervisor of Training takes into account the ratings and comments of multiple MSF assessments
and will provide consolidated feedback to the trainee.

Please note that your feedback remains strictly anonymous to the trainee and will be treated in
strictest confidence by the Program Director.

Approval:

Review Log:


POLICY #: EP3WPO1
CAA Standard:
(3w)
Responsible:
3.w Independent Study Policy Chief Executive Officer / Student
Affairs
Handbook

Purpose:
This policy provides guidance on how to engage in an independent study of special interest of a
student which is not currently available in the curriculum at European University College (EUC).
Applicability:
This policy applies to all enrolled students and teaching faculty of European University College.

Independent study is a course in which a student is individually supervised by a faculty member,
which enables a student to undertake a learning opportunity which is otherwise unavailable.

Policy:
EUC recognizes that students must be provided with opportunities to explore and widen their
knowledge in particular topics that interest them. As such, the University supports these
endeavours and accommodates any requests for independent study by any student of EUC.

EUC ensures that courses offered through independent study have learning plan and comparable
learning outcomes, end‐of term evaluation and appropriately assessed
Independent study is only allowed for undergraduate studies, and only in rare cases.

Independent study normally will only be permitted for one course in a student's program, except
with prior approval from the CAA.

These studies are not meant to substitute for regular course work. If allowing credit earned
through courses defined as ―independent study, limits the grant of such credit to 6 semester
hours for undergraduate programs below the bachelor’s degree; 9 semester hours for a
bachelor’s degree.

Approval:

Review Log:
Version
Number

PROCEDURE #: EP3WPO1‐PR1
CAA Standard:
Responsible:
3.w Independent Study Procedure ff
Handbook

Purpose:
This procedures document outlines the process of requesting an independent study at European
University College (EUC).

Applicability:
This procedure applies to all enrolled students and teaching faculty of EUC.

Procedure:
 Student must complete an application at least 30 days from the proposed start of the
study. Application must indicate all topics of interest that the student would want to be
considered.
 A student should then consult a faculty who might be willing to supervise the study.
Although the faculty member has the right not agree to engage in the student’s request.
 However, if the faculty accepted the request, the student must participate in the
development of a syllabus of the project under the supervision of the faculty. The
syllabus will then be attached to the application.
 The application together with the syllabus is submitted to the Program Director for
approval.
 The initially approved application by the Program Director will be forwarded to the Chief
Executive Officer for final approval.
 Faculty member is informed of the outcomes of the decision.
 Both student and faculty will decide the topic methodology, timeline and how the final
presentation will be delivered.
 The student will submit an independent study proposal, signed and approved by the
supervising faculty to Student Affairs office.
 Finally, the student should get permission from the Student Affairs office to register.

Responsibilities
 With the help of a teaching member, the student takes on the majority of the
responsibility for completing the independent study. A literature review in the chosen
discipline, as well as material from related fields, is required for all independent studies.
The final presentation, in whatever format is agreed upon, must adhere to professional
standards.
 The student will create the initial proposal, using the available the library resources and
materials. The independent study must be completed by the end of one semester.
 Regular meetings are scheduled between the student and the supervising to guide the
student in the conduct of the study, provide suggestions and reading materials for the
student to pursue.
 The student should be encouraged by the supervising faculty to aim for publishing the
study conducted.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: EP3ZBPO1
CAA Standard:
CAA Standard 2019 Annex 4 (3z)
Responsible:
Student Affairs
3.z Remedial Courses Policy Cross Reference: Catalogue; PPM

Purpose:
To ensure the academic background of a new graduate student applicant is in‐line with the
admission requirements of European University College (EUC).

Applicability:
This policy applies to all new student applications to a graduate program in European University
College (EUC).

A remedial course is a short‐term course that is non‐credit in nature and is given to new student
applicants having a CGPA of less than 2.5 in the bachelor's degree from an accredited dental
program.

Policy:
EUC sets a mandatory remedial course requirement of nine credit hours if the student applicant
for a graduate program has a CGPA of less than 2.5 on a 4.0 scale.

EUC ensures that for a new student applying for a graduate program at the University, the
student must meet a minimum CGPA score of 3.0 on a 4.0 scale after completing the nine credit
hours of remedial course, which will qualify for conditional admission.

Approval:

Review Log:


PROCEDURE #:EP3ZA ‐PR1
CAA Standard:
CAA Standard 2019 (3za)
Responsible:
Student Affairs
3.za Procedure for Requestion
Accommodations Due to Personal Concern for Handbook
Students of Determination

Purpose:
To ensure that appropriate accommodations and services are provided to the students who have
self‐disclosed their personal concern due to disability.

Applicability:
This procedure applies to all Students of Determination

Procedure:
Accommodations are only provided for students who have self‐disclosed their personal concern,
requested services, provided documentation, and undergone verification of the need for
accommodations. Based on Section 504 of the Rehabilitation Act, a “reasonable
accommodation” is an adjustment that enables an individual to have equal access to facilities,
programs, educational opportunities, and activities. It does not modify curriculum or academic
expectations. The procedure for requesting services is as follows:
1. Student submits a completed “Request for Accommodations” form to the Student and
Alumni Services Director.
2. Student submits documentation evidencing the existence of a issue of concern
(permanent or temporary). Examples may include evaluation reports, a physician’s
report, a psychologist/psychiatrist report, and statement from the Ministry of Health. The
documentation should specify the type of disabling condition, the length of time the
concern is anticipated to last, and the recommendation as to accommodations that might
be needed to address the issue.
3. Students without documentation are responsible to provide documentation before the
completed “Request for Accommodations” form can be processed. Students are
responsible for the costs incurred for obtaining the necessary documentation.
4. The Director of Student and Alumni Services will collect the documentation and forward it
to the Services Consultant who will review each request and determine eligibility for
accommodations and services based on the documentation provided and the way the
concern manifests itself.
5. Students will be contacted by the consultant, if necessary, to schedule a meeting to
discuss eligibility, manifestation of the concern, and appropriate accommodations within
the university setting.
6. For students with a verified concern, the Services Consultant will, with the student’s
signed consent, contact each of the student’s instructors/professors and will provide a
“Verification of Concern” memorandum. The memorandum will inform the
instructors/professors of the approved accommodations.
7. It is the responsibility of the student to contact the Student and Alumni Services at the
beginning of each semester to review accommodations and to provide consent for
communication with instructors/professors. Accommodations are not retroactive.
Temporary Disabilities:
EUC recognizes that situations occur in life that render an individual temporarily disabled.
Students who become temporarily disabled during the course of the semester may request
accommodations. The procedures for requesting services are as follows:
1. Student submits a completed “Request for Accommodations” form to the Director of
Student and Alumni Services.
2. Student submits documentation from a licensed health professional evidencing the
existence of a temporary concern, length of time temporary concern is expected to occur,
and suggested accommodations needed by the student.
3. The Director of Student and Alumni Services will collect the completed application and
documentation and forward the paperwork to the outside Services Consultant who will
review each request and determine the eligibility for accommodations and services based
on the documentation provided and the manner in which the concern manifests itself.
4. Upon verification of the existence of a temporary concern, the consultant will work with
EUC faculty and staff to immediately facilitate all needed accommodations.
5. The consultant will establish the length of time needed for the temporary accommodation
based on the licensed health professional documentation provided by the student. If the
student’s temporary accommodation need exceeds the anticipated length, new
documentation from a licensed health professional must be submitted and verified before
the accommodation is extended.

None

Appendix 1: Request for Accommodations Form


Request for Accommodations
ID# _________________________________ Date: ______________________________
Name: (First) ____________________________ (Last): ______________________________
Major: _________________________________ Phone: _____________________________
Email: _______________________________________________________________________
Semester of Graduate Study: ___________________________
Specify your area of concern: (Check all that apply)
ADD/ADHD Auditory/Hearing Los/Deafness
Autism Emotional/Psychiatric Disorder
Physical Disability Other Health / Chronic Medical Impairment
Specific Learning Disability Traumatic Brain Injury / Brain Injury
Visual Impairment / Blindness Other/Unknown: _______________________

How does your area of concern impact your ability to attend class, complete coursework or
other program requirements?
_______________________________________________________________________________
_______________________________________________________________________________
____________________________________________________________________________
How does your area of concern affect you in your everyday life and activities?
_______________________________________________________________________________
_______________________________________________________________________________
____________________________________________________________________________
Accommodations and Services
Please specify the accommodations (on the next page) you are requesting. The Director of
Student and Alumni Affairs will collect all needed documentation and forward your request to
the Special Education Consultant who will consider your request based on your disability, as
described in your supporting documentation, and other information provided as well as the
requirements of your specific academic department.


Testing Accommodations:
Extended time for in‐class exams and quizzes: Amount Requested _______________
Less distractive one‐on‐one proctored testing environment
Scribe for exams (answer recorded/written for student)
Use of computer for exams
“Stop the clock” rest brakes: up to 15 minutes per hour of exam
Accommodations for placement exams for admissions
Other testing accommodations: _____________________________________________

Classroom Accommodations:
Note‐taking assistance
Permission to use laptop for note‐taking in class
Permission to tape or record lectures
Accessible classroom and furniture: Specify ____________________________________
Other classroom accommodations: ____________________________________________

Communication/Technology Accommodations:
Sign‐language interpreters
Assistive listening device (e.g. FM or infrared systems)
Real time captioning (CART)
Captioned videos, podcasts, or media
Other assistive technology: Specify: __________________________________________
Textbooks in alternate format: Large print (Specify font size _____________)
Audio format Other: (Specify) _________________________________

Other Accommodations:
Handicapped parking space
Other: (Specify) ___________________________________________________________

Approval:

Review Log:

4. Research and Scholarly Activities

POLICY #: RSA04APO1
CAA Standard:
Responsible:
4.a Research Support Policy Chief Executive Officer / Quality
Assurance
Cross Reference: Faculty Manual;
PPM

Purpose:
The purpose of this policy is to provide flexible, accessible internal research support allocations
for exclusive use of researchers employed by European University College (EUC).

Applicability:
This applies to all full time or part time faculty members who wish to pursue research but under
budgetary constraint.

None

Policy:
EUC supports faculty research and scholarly activities and has developed a detailed plan to
ensure that faculty engages in research and scholarly activities continuously.
EUC has afforded an appropriate budget to fund faculty research and scholarly activities and will
provide evidence that funds are used for that purpose.
EUC has established a clear set of procedures for securing research support;
EUC ensures to provide appropriate administrative support, equipment and facilities to support
research for programs offered at an advanced level.

Approval:

Review Log:
Version 1 Dean / 01 June 2015 Initial


PROCEDURE #: RSA04APO1‐PR1
CAA Standard:
Responsible:
4.a Research Support Procedure
Cross Reference: Faculty Manual; PPM

Purpose:
This procedure details the process in the application for research support.

Applicability:
This applies to all full‐time and part‐time faculty members of EUC.

Procedure:
To support faculty research in various stages of research preparation and implementation, a total
of 20,000 AED is available to full‐time and part‐time faculty member per academic year. This will
fund expenses brought up in connection with a research project such as publication costs,
purchase of equipment’s and needed supplies, travel expenses etc.

Student Affairs Office will send out email notifications informing all faculty members that
requests for research support is now open to be received. This will be initiated during the first
months of the fall and spring semesters. Interested faculty member must submit the Application
for Research Support.

A One Hundred Thousand Dirhams (100,000.00 AED) is available as research fund on a rolling
budget basis.

Research support allocations are not to be used for supplementary salary during the academic
year.

The Chairman of the Board of Trustees will approve the research fund allocation upon the
recommendation of the Chief Executive Officer and Committee on Research.

The Office of the Student Affairs together with the Accounting Department will coordinate the
transfer of research fund allocations. A research account dirham will be opened to monitor
disbursements of fund.

Research Accounts:
 The faculty member will receive an annual research fund allocation to support their
research needs. Funds are deposited at the beginning of an appointment or at the start
of each fiscal year, with unused dirhams from the previous fiscal year rolling over to the
current year, up to the annual allocated amount.
 Most costs that directly support research or professional development may be
reimbursed via research account dirhams.

A summary of EUC’s policy on allowable and unallowable charges for research accounts is as
follows:
Allowable Charges:
 Professional membership dues
 Conference fees
 Research assistants
 Postage and shipping
 Software and data sets (computing facilities)
 Books and media relevant to research
 Research or conference‐related travel expenses
 Meals (alcohol not reimbursed)
 Airfare
 Car rentals (gas reimbursed)
 Personal vehicle mileage (for longer‐distance travel beyond the scope of commuting)
 Taxi cabs, public transit costs, and parking
 Hotels and fees

Unallowable Charges:
 Meals with colleagues and working lunches, with some exceptions
 Meals or coffee with students or buying food for a class, with few exceptions
 Tax charges will not be reimbursed on goods and services when such charges are
avoidable. Faculty should defer to their faculty assistants when considering vendors for a
purchase.
There is a 90‐day window to process reimbursements following the date of receipt; exception
forms are available when necessary.

None

None

Approval:

Review Log:


PROCEDURE #: RSA04BPO1
CAA Standard:

Responsible:
4.b Ethical Research Policy CEO / Quality Assurance
Cross Reference: Faculty Manual, Student
Handbook, Staff Manual; PPM
Version 2 CEO /Date
Purpose:
To ensure that academic research is conducted in accordance with established standards.

The Research Ethics Policy aims to:
● Establish guidelines to protect rights of research subjects and university staff who
interact with EUC researchers.
● Train university staff, student, and any relevant individuals on ethical issues that may
develop as a result of research work;
● Require researchers to follow best practices for ethical research planning, execution, and
communication of information.

Applicability:
This policy applies to students, research supervisors, and staff involved in university –led
research endeavours conducted either internally or externally.

Human research: While some studies do not directly involve human participants, they may
nonetheless require their agreement (e.g., use of human tissue or personal data). Human
research is defined as:
● Human‐centered research, activities may include surveillance, taking photos, voice or
video recording, surveys, conversations, exercise, or any invasive forms;
● Research that uses biological tissues taken from human;
● Research that involves the ingress and subsequent compilation of a person's personal
data. This may contain any form of data from the internet, images or photos of the
individual.
Policy:
The European University College (EUC) encourages a research culture of high calibre where
strong leadership, transparency, commitment and integrity are embedded in the system.
EUC is highly supportive of improving the quality of research undertaken in and outside

University compounds and that research always take into account and uphold the rights, privacy
and autonomy of participants, researchers and students.

EUC encourages all its researchers to conform to university research rules and guidelines so that
research conduct is morally acceptable for all participants. This can be achieved by‐
● Promoting a culture of accountability to safeguard the rights, privacy and autonomy
of participants, researchers and students.
● Provide coherent information on ethical practices that comply with regulation.
● Ensures that an ethical review is conducted on all research projects to identify any
ethical risks and these risks must be removed or at a minimum minimized.
● Creation of the Ethics Committee to oversee the research program, processes and
activities and to take necessary action to rectify any compliance issues.
Approval:

Review Log:



PROCEDURE #: RSA04BPO1‐PR1
CAA Standard:

Responsible:
4.b Ethical Research Review Procedure Chief Executive Officer / Quality
Cross Reference: Faculty Manual, Student
Handbook, Staff Manual; PPM

Purpose:
This procedure detail and defines the fundamental principles and ethical review process in
research at European University College (EUC).

Applicability:
This procedure applies to all EUC student, faculty and staff research.

Procedure:

Principles
The University acknowledges that ethical challenges addressed by research range among
disciplines, necessitating a variety of ethical evaluation techniques. The following are the basic
tenets that the University expects its researchers to follow; researchers must seek subject‐
specific advice from their Program Director or research supervisor:
 In all cases, injury of injury to research participants must be minimized or controlled.
• Research participants are well informed of the research purpose and methodology, risks
and benefits of the research, and how it will be disseminated.
• It must be voluntary. Participants should not be coerced to join the research activity. And
they can withdraw from the investigation any time, with or without reason.
• All information must remain confidential and anonymous.
• Ethical risks must be consulted with the relevant faculty adviser, or referred to the
University policy before research is started. When is doubt, always consult with the
appropriate person.
• Minimal risks are generally acceptable; however, where moderate or severe risk must
undergo ethical review before the research procedure is commenced.
• Some risks become obvious during the research. In this case, the Research Ethics
Committee, research supervisor must be consulted immediately to ensure such risks are
appropriately mitigated.
• Participants can withdraw from the study anytime without fear of reprisal.
• Ethical review process must be transparent and open and complies with current
legislation.
• Research sponsored by the University that are conducted abroad must abide with EUC
ethical standards, laws and regulations of the country.
• Results or outcomes of the research study must be preserved for peer review as per legal
requirements.
• A concerted effort must be done to guarantee safeguarding and privacy of stared data.
• Written consent is required for participant that is a minor or vulnerable group that lacks
the capacity to understand, comprehend to give consent.

Responsibilities:

All research conducted by students, faculty, and staff at the University requires ethical approval.
The research supervisor is responsible for ensuring that research study follows the University's
Research Ethics policy and other relevant guidelines.

1. Researchers
 Research study must be conducted with the best ethics standards.
 Must be accountable in the conduct of their individual researched.
 Must obtain ethical review approval before commencing on a human or animal research.
 Must abide University research codes of good practice.
 Research proposal must address any matter concerning the practice of ethics to ensure
participants are well protected from risks and injuries.
 Must be knowledgeable of the University research ethics review process.
 Must follow the recommendations and comply with the ethical review outcomes.

Rights of the participants
 Fundamental to the participant is the right to dignity, privacy, free from injury or safety
must be upheld at all times.
 Risks are minimized or eliminated.
 Impact of the risks on participants must be considered and carefully balanced so that the
benefits outweigh the risks incurred in the research study and manage them
appropriately.

Protecting the rights of fellow researchers
 Mutual respect for one another must be foremost and acknowledge the input of each
individual appropriately.
 Consider the confidentiality of projects/results with commercial sensitivity
 Reputation of the Faculty, University, and the academic community as a whole when
planning the research must be protected and upheld.

2. Faculty
 The Chief Executive Officer is in charge of all research undertaken by the faculty,
including ensuring that the highest ethical standards are followed.
 The Chief Executive Officer has the authority to allocate responsibility for ensuring that
the procedure of getting ethical approval is carried out properly.

3. Ethics Review Committee
 The execution of this policy is overseen by the University Research Ethics Committee. It
will also provide guidance on research ethics training program. The Ethics Review
Committee is responsible for establishing and maintains critical review of research
proposal. Researchers who plan to perform research on subjects at EUC must obtain
approval of the University in advance.
 Ensures that animal researches must comply with relevant legislature.
 Research Committee members directly supervising the research cannot be granted
ethical approval.
 The Research Committee will submit an annual report to the Board of Trustees,
recommending any changes that are deemed essential.

Research Ethics Review Process
 Approval from the Research Ethics Committee must be sought for all human and animal
subjects including those that pertain to personal data before starting the research
project.
 Approval from Research Ethics Committee must also be sought for research topics of
particular nature like surveys, questionnaires, examining or observing a participant and
independent research without direct supervision before start of the research project.
 Approval from Research Ethics Committee is required for pilot studies and sponsored
researches or not.
 Approval from the Research Ethics Committee must be sought for research studies that
involved deception or in covert situations in which consent is not appropriate.
Researchers must reasonably explain the omission of informed consent
 Failure to acquire ethics consent before to undertaking a research activity is a violation of
EUC Research Policy and is by essence a research misconduct. This offense will be dealt
with an appropriate University committee.
The Researcher must submit the following for review:
 A procedure detailing how the researcher(s) will engage with the human subjects is
required.
 Approved research procedure or method by the Research Ethics Committee;
 Signed informed consents from all study subjects. A parental consent and participant
assent should be obtained when the participant is a minor (age below 18 years old).

Informed consent:
 Must be obtained prior to any research activity outlining the purpose of the study, risks
and benefits arising, methodology of the research.
 Study subject must completely understand how the gathered data will be used and who
shall gather these data.
 Participants are informed of their right to withdraw from the study any time but within a
timeframe during which they can withdraw. This limitation should be made clear during
the taking of the consent.
 Appropriate ethical and legal processes must be followed when vulnerable groups are
participating in the research.
 The mother or the legal guardian must consent in the use of her fetes.
 Consent for the use of confidential discussion or document any uncirculated literary
compositions as part of the research. If the author is deceased, authorization is necessary
from the copyright owner, who could be an individual or the executor of the writer's
property.

Voluntary participation: Participant ‐
 Positively agrees to join the research.
 Not be coerced nor should be bribed into joining.
 May receive legitimate rewards as long as this does not cause undue influence to the
outcomes of the results. Ethics review may be required in this instance.
 May be repaid for their travel expenses if it is under the terms of the funding.
 Have the right to pull out any time during the research activity.
 All pertinent information should be communicated to all participants. It is unethical to
hide information that could influence their decision to join

Research involving Children:
 Children should only be used in research if no relevant data can be acquired from adult
subjects.
 It is imperative that a child's unwillingness to engage in research be respected at all
times.
 If at any time a child displays distress, it is justified behaviour that the child refuses to
engage in the activity and the child will be pulled out from the research.
 Child and/or the carer should not be offered any forms of inducement just to pressure
the child to participate and give consent.
 The long‐term overall effect (benefit and risks) of the research on the child must be
weighed and considered.
 A child has the right to privacy and confidentiality, protection from exploitation from the
research.

Research involving vulnerable adults:
 Researchers should not make assumptions about sensitivity based on specific traits such
age, handicap, appearance, personality, medical condition (including mental illness),
communication difficulties, or opinions
 Vulnerable adults have equal rights as with any strata in the community. Researcher
should not compromise their basic rights as an individual. The significant carer must
always be consulted and involved in every aspect of the research activity.
 Appropriate approval from the Ethics Committee should be obtained at all times

Research involving human material:
 All relevant statutory controls and regulations must be followed when using human
tissue or fluids in research to include licenses, transport and storage requirements.
 Approval from the Ethics Committee must be sought before start of the activity.
 The University will allow self‐experimentation if the researcher can show that unbiased
data was collected. This type of data gathering is treated the same as any other type of
human data collection.

Research involving animal subjects
 The UAE Animal Welfare Law No. 18 of 2016 regulates the use of animal subject for
research.
 Any concerns about the treatment or wellbeing of animals used in research must be
reported as soon as possible to research supervisors and, if necessary, to the appropriate
regulating body.

Publication of research findings:
 All research findings must be shared to relevant individuals unless privacy and
confidentiality issues need to be addressed.
 All reasonable precautions need to be taken when publishing research to make sure that
publication, data, and public disclosures about research activities and performance are
comprehensive, precise, and consistent.
 Researchers are held accountable for the quality and thoroughness of their reports.
 All disclosures of research outcomes must mention the nature of funding assistance, both
to recognize the support and to guarantee transparency.
 The same research ethics guidelines apply to electronic publication and dissemination as
they would to any other form of dissemination.
 Appropriate recognition of all contributors of the research development and
communication in accordance to the definition of authorship.

None

Appendix 1: Reviewer Checklist (RSA04BPO1‐PR1)

Appendix 1: Reviewer Checklist

Number Ethical Consideration Yes / No / NA
Research Participants
1 Where subjects are vulnerable because of their social, psychological or
medical circumstances, has this been taken into account in obtaining
consent?
2 If appropriate, where subjects are vulnerable as described above, has
the consent of an independent third party been obtained?
3 Does the proposed research involve research on pregnant women or
women in labor?
4 Does the proposed research involve research on persons under the
age of 18?
5 Is there a risk that the highly sensitive nature of the research topic
might lead to disclosures from the participant concerning their own
involvement in illegal activities or other activities that represent a
threat to themselves or others (e.g., sexual activity, drug use, or
professional misconduct)?
6 Could the study induce psychological stress or anxiety, or produce
humiliation or cause harm or negative consequences beyond the risks
encountered in normal life?
7 Is the method of recruitment of research participants appropriate?
8 Does the proposed research involve research on human tissue?
Research Protocol
9 Does the design and conduct of the study seem appropriate?
10 If the research involves animals, is it to be carried out in accordance
with the UAE Animal Welfare Law?
11 Does the research proposal pose only minimal and predictable risk to
the researcher?
12 Does it pose only minimal and predictable risk to the research subject?
Human, animal or environment.
13 Does the project involve researching illegal activities?
14 If so, do all parties involved in the research understand their legal
obligations?
15 Are arrangements for the supervision of the project appropriate?
16 Do the foreseeable benefits of the research outweigh the foreseeable
risks?
17 Are the participants fully informed about the purpose of the research
and who will have access to their information?
18 Does the research require participants to take part in the study
without their knowledge and/or consent at the time (e.g., covert
observations, emergency research)? If this is the case, does the study
demonstrate the necessity for this?
19 Does the research involve deception other than withholding
Number Ethical Consideration Yes / No / NA
Research Participants
information about the aims of the research until the debriefing?
20 Will the consent of subjects be appropriately obtained?
21 Is it clear to the participant that they may withdraw at any time?
22 Will any payment be made to participants as part of the study?

Approval:

Review Log:

Version 2 CEO /Date

POLICY #: RSA04CPO1
CAA Standard:
(4c)
Responsible:
Chief Executive Officer /Student
4.c Student Involvement in Research Policy Affairs
Cross Reference: Catalogue;
Student Handbook; PPM

Purpose:
The policy aims to provide guidance to students by encouraging and developing in them an
inquisitive mind through incorporation of a research component along with a sound academic
foundation that enables students to develop independent critical thinking along with oral and
written communication skills.

Applicability:
This policy applies to all students of European University College (EUC)

None

Policy:
Students at EUC are encouraged to participate in research and scholarly activities. Students are
informed during orientation to EUC that a research thesis is required. By semester‐2, students
take SCI400 Scientific Methodology and all aspects of research are addressed. By the end of the
SCI400 semester, students are asked what research idea they wish to pursue for their thesis.
Students are informed that the research idea needs to be accompanied by a database source for
data collection. Every effort is made to stimulate students to pursue innovative ideas with
enthusiasm and dedication. Research progress is tracked every semester following course
SCI400.

The classroom knowledge is applied as appropriate per discipline to real‐world scenarios through
participation and application of the basic knowledge and concepts about research. Faculty
members aid and assist with idea and research proposal development, data collection and
analysis, and writing of the thesis manuscript.

Students and their faculty thesis supervisors are encouraged to publish their academic research
in refereed international professional journals.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date: ________________

Review Log:


PROCEDURE #: RSA04CPO1‐PR1
CAA Standard:
Responsible:
Chief Executive Officer/Student
ff
4.c Student Involvement in Research Procedure Cross Reference: Catalogue; Student
Handbook; PPM

Purpose:
To detail the process of the initiation of a research endeavour.

Applicability:
This procedure applies to all student research initiative.

Procedure:
 The students will submit their research ideas to be reviewed by faculty members and
approved by the research coordinator.
 The research coordinator will assign the student(s) to faculty supervisors as per area of
specialization and forward to the Chief Executive Officer and assist the faculty member to
follow‐up.
 The assigned faculty supervisors will guide and synchronize students to research initiatives
of the College and finalize their works and report to the research coordinator.
 Chief Executive Officer and research coordinator will evaluate unique and creative
topics toward publishing in refereed international professional journals.
None


None

Approval:

Review Log:



POLICY #: RSA04DPO1
CAA Standard:
Responsible:
4.d Commercialization of Research Output Chief Executive Officer / Student Affairs
Policy Handbook; Faculty Manual; Staff
Manual

Purpose:
To provide College faculty, staff and students the avenue to pursue commercializing of their
research outputs in order to capture more value in their research and enhance research and
development and innovation in various speciality disciplines in dentistry.

Applicability:
This policy applies to the transfer of knowledge or commercialization of research outputs.

None

Policy:
European University College (EUC) believes that commercialization of research outputs increases
industry engagement, which helps universities to find new research & development avenues,
collaborators and funding, and enhance the career prospects of faculty, professional staff and
students.

EUC supports and encourages the licensing, commercialization and marketing of inventions
stemming from its faculty, staff or students.

Commercialization of research outputs provides for the further development of technologies
created during research work into commercial products for the benefit of the general
population.

EUC may enter into an agreement with the inventor, another person or an outside organization
concerning the commercialization of intellectual property.

EUC may also accept an agreement with the inventor for intellectual property to be sold or for a
license agreement. The College in this case will guarantee that the inventor is consulted at all
stages of the agreement.

EUC owns and partly owns the intellectual property. The EUC Board of Trustees, in accordance
with their policies and procedures, shall determine the revenue arrangement and distribution.
This covers EUC's original teaching materials used in the College's degree and continuing
education programs.

EUC and its partnerships commit to make a decision as soon as possible whether there is interest
in seeking a patent or registration concerning intellectual property owned by the College.
Knowledge can be marketed and sold directly through a university spin‐off or through various
routes such as consulting, licensing, sales, or even collaboration between researchers and
enterprises during the production process.

Approval:

Review Log:


POLICY #: RSA04EPO1
CAA Standard:
CAA Standard 2019 Standard (4e)

Responsible:
4.e Research Policy Chief Executive Officer / Quality
Assurance
Cross Reference: Catalogue; Faculty
Manual; Staff Manual; PPM

Purpose:
To establish a structure for the management and implementation of both basic and applied
research and to encourage research as a major endeavour.
Applicability:
This policy applies to student and faculty and professional staff research activities
None
Policy:
European University College (EUC) recognizes that research contributes to the achievement of
university mission and goals that greatly affect the vested interests of the students, faculty,
professional staff and EUC as an institution. The mission of EUC is the primary driving force
behind the quality and intentions of our research agenda. EUC's research agenda focuses on
practice‐based research with the goal of verifying, enriching, and developing the various
disciplines in dentistry, as a work‐place‐based institution with a mission focused on providing a
high‐quality research environment.
EUC is committed to ensuring that the College's research outputs meet accepted quality
standards and adhere to the values of ethics and social responsibility when implementing its
research strategy and programs
Approval:

Review Log:
Version
Number


POLICY #: RSA04FPO1
CAA Standard:
CAA Standard 2019 Standard 4
Responsible:
4.f Research Strategy Chief Executive Officer / Quality
Assurance

European University College (EUC) supports institutional research and scholarship for Master
degree education appropriate for level‐9 UAE higher education institutions. Research objectives
are aligned with EUC mission and goals and the research objectives are designed to satisfy four
research‐related key performance indicators (KPIs). Research efforts at EUC are led by a highly
qualified full‐time faculty member and there is an ongoing critical evaluation of research with
dissemination of results to all stakeholders.

Institutional Mission, Goal & Objectives (related to research)
EUC Institutional Mission, Goal and Objectives related to research are as follows:
MISSION 3: Provision of a high‐quality research environment.
GOAL 3: To provide a high‐quality research environment by providing infrastructure to
conduct dental research, and supporting scholarly activity and external funding.
OBJECTIVE 4: To provide the resources and opportunity for residents to conduct research.
OBJECTIVE 7: To provide the resources and opportunity for faculty members to conduct
research.

Research Objectives
EUC research objectives are aligned with Institutional Mission‐3, Goal‐3 and Objectives‐4 & 7 as
follows:
1. Maintain a high level of quality research and research output
a. publications in scholarly refereed literature for faculty
b. Master degree theses for students
2. Develop research infrastructure
3. Support research for students and faculty
4. Develop each faculty member’s research through professional development
5. Maintain referential research resources to sustain EUC research
6. Integrate research in teaching

Key Performance Indicators (KPIs)
Consistent with Institutional Goal‐3 and Institutional Objectives‐4 and 7, there are currently four
research‐related key performance indicators (KPIs).
KPI‐12: Quality student research as evidenced by results of thesis defense feedback
KPI‐13: Sufficient student research resources as evidenced by facilities audit and student
satisfaction surveys
KPI‐14: Quality faculty research as evidenced by number of publications per year
KPI‐15 Sufficient faculty research resources as evidenced by faculty satisfaction survey.

Research Leadership
EUC assigns the task of research output management and supervision to a faculty member who
will periodically summarize and report all research activities to the Research Committee and
Chief Executive Officer.
An Institutional Review Board (IRB) shall also oversee all research initiatives and ensure
adherence of EUC to the highest ethical standards of its research.
EUC intends to disseminate this research strategy to all students, faculty members as well as all
involved stakeholders and to publish the research strategy on the EUC website.

Approval:

Review Log:


5. Faculty and Professional Staff

POLICY #: FPS05APO1
CAA Standard:
(5a)
Responsible:

Human Resources
5.a Faculty and Professional Staff Role Policy Cross Reference: Faculty Manual;
Staff Manual; PPM

Purpose:
To outline clear expectations on the roles and responsibilities of faculty and professional staff.

Applicability:
This policy applies to all EUC faculty and staff.

None

Policy:
EUC is dedicated to fulfilling the learning needs of its students and alumni, as well as providing
opportunities for its faculty to use and expand their academic potential through
teaching, research and community service. Our students will have a high‐quality educational
experience by incorporating these activities into the system.

EUC organizational structure must show clear reporting relationships of faculty.

EUC assigns clear duties and responsibilities expected of a faculty and professional staff that are
equitable and aligned with positive and sound teaching practices.

Approval:

Review Log:



PROCEDURE #: FPS05APO1‐PR1
CAA Standard:
Responsible:
Human Resources
5.a Faculty and Professional Staff Role
Cross Reference: Faculty Manual; Staff
Procedure Manual; PPM

Purpose:
This procedure aims to clearly outline the roles and responsibilities of faculty member and staff.

Applicability:
This procedure applies to all faculty members and staff of EUC.

Procedure:

Roles and Responsibilities of the Faculty member:

Faculty member is expected to‐
 Participate in institutional decision‐making processes
 Participate in the development of curricula.
 Participate in the recruitment of additional faculty.
 Assist with the shared responsibilities that support EUC's educational mission.
 Participate in research and other scholarly pursuits, as well as teaching and community
service.
 Performs various normal departmental work and committee responsibilities, while
engaging in self‐improvement and professional development activities that are an
important component of any faculty member's investment in their own future. Such
assigned responsibilities may include but not limited to –
 student counseling,
 student advising
 chairmanship of committees
 research projects
 assigned administrative duties
 community engagement activities
 Ensures that students are supervised in all student workshops and laboratory courses
 Part‐time faculty members are expected to take part in any university activities such as
routine evaluation, development of curriculum, professional development and training
workshops and seminars, committee membership, and community engagement activities
initiated by EUC

Faculty Duties:

Faculty members are required to:
1. Exercise their right to speak freely and express themselves regarding academic matters
within the boundaries of university rules.
2. Accomplish their delegated tasks up to the expected standard
3. Promote creative and meaningful study through research and clinical activities.
4. Oversee and manage student researches and as well as guiding students to comply with
administrative instructions on various student committee activities while maintaining
good moral and intellectual perspectives.
5. Participate effectively and constructively in university councils and committees in order
to improve EUC's academic standard by proposing innovative and beneficial ideas.
6. (a). Dedicate themselves to their own obligations and those given to them in the areas of
teaching, training, research, and academic guidance.
(b). Utilize their maximum ability in order to meet the educational goals set forth and to
assist EUC in its growth.
7. Maintain high ethical standards and refrain doing anything that is against UAE and EUC
rules, as well as supporting system policies and procedures.
8. Teach and fulfil all tasks as allocated in compliance with the signed contractual
agreement and the faculty load as stated by the UAE Ministry of Education as follows:
 The calculation of instructional loads takes into account such factors as number of
preparations; number of students taught; nature of the subject; help available from
secretaries, teaching assistants, and staff; and administrative duties assigned.
 The maximum teaching load for a full‐time faculty teaching in the current EUC
degree program is 9 credit hours per semester. Four clinic hours are counted as one
credit hour in calculating the teaching load.
 Faculty holding academic administrative positions such as department chairs and
Chief Executive Officer have a teaching load of 3 and 6 hours, respectively.
 The maximum teaching load for a part‐time faculty is 6 hours per week.
9. Undertake agreed‐upon examinations according to predetermined timetables and
conditions by objectively assessing students, submitting students' grades to Student
Affairs Office.
10. Active involvement in the development of course study materials and preparation of
teaching plans by collaborating with colleagues and Program review Committee.
11. Ensure that student attendance and grade are recorded daily in the required data sheet
or computer program to allow proper follow‐up by the Chief Executive Officer, Registrar
and Program Coordinator.
12. Adhere to academic professional and ethical principles and avoid establishing
inappropriate attachments with students. Any improper relationships may lead to an
immediate termination of contract.
13. Regularly provide the textbook titles and other resources that are required in teaching
their respective courses to the budget committee in order to appropriately equip our
library with the needed resources.
14. Perform academic advising role to students assigned by the administration.
15. Only give private lessons or lectures outside of the EUC if the Chief Executive Officer has
given you permission first.
16. Sign the faculty attendance record book prepared by the EUC each time they enter or
leave the premises.
17. Take part in all of the EUC's celebrations and special events.
18. Attend to faculty meetings scheduled by administration.
19. Contribute to curriculum development in accordance with international standards.
20. Sustain effort to meet the College's goal and objectives

Roles and Responsibilities of profession staffs‐

Staff Member Duties
Duties of staff differ for each department, their position or designation. Job descriptions are
provided. The Department Head will ensure that their respective duties and responsibilities are
performed in the highest standards.

Overall Responsibilities of Staff:
 Professional staff has a vital role in governance and participation on committees so
much so that they are given ample opportunities to engage in committee membership
and various activities that pave the way in contributing to EUC governance.
 Every support staff member is expected to contribute to the shared responsibilities that
support the varied educational, administrative and governance missions at EUC.
 University will expect to assign to each full‐time member of the support staff duties
which are reasonable and consistent with effective administrative and governance
practices.
 Support staff members are expected to engage in activities that support educational
and administrative services, and to accept governance assignments as designated by
the Chief Executive Officer.
 Support staff members are expected to accept appointments to represent EUC in the
professional and civic communities.
 Responsible for reporting any circumstances or administrative decisions that they think
have unfavorable impact on them. Such staff grievance must follow the appropriate
process.
 Support staff members are expected to carry a reasonable amount of designated
ordinary departmental duties and committee responsibilities and to undertake those
activities of self‐improvement and professional development which are part of every
support staff member’s investment in his or her own future. Such assigned
responsibilities may include‐
1. Functions supporting administrators, faculty and students
2. Membership on committees
3. assigned administrative duties.

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: FPS05BPO1
CAA Standard:

Responsible:
Human Resources
5.b Employment Policy Cross Reference: Faculty Manual &
Staff Manual; PPM

Purpose:
This policy provides guidelines for faculty and professional staff appointment, promotion and
contract renewal at European University College (EUC).

Applicability:
This policy applies to all EUC faculty and staff employment. More detailed information is found
in faculty or staff manuals.

Policy:
European University College (EUC) values diversity in faculty selection and structure in order to
sustain a stable full‐time faculty band that promotes quality workforce, high expertise, and
enhanced continuity of all academic programs of the University. This policy promotes diversity of
faculty by enforcing impartial and equal treatment principles.

Employment at EUC is a voluntary commitment, and employees have the right to resign, for
whatever cause, with or without notice subject to contractual obligation and UAE labour law.
Similarly, the University has the authority to terminate the employment at any time, for any
reason(s), with or without notice; subject to UAE employment labour law.

EUC is devoted to the safety of its teachers, staff, students, and the public. An applicant with a
criminal record who poses a risk to the University will be denied employment. The relationship
between the conviction and the post for which the applicant has applied is taken into account
when determining risk.

Approval:
Approved by: Board of Trustees | Signature: _________________ Date: __________________

Review Log:



PROCEDURE #: FPS05BPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3(2b)

Responsible:
Human Resources
5.b Employment Procedure
Cross Reference: Faculty Manual& Staff
Manual; PPM

Purpose:
The procedure outlines the faculty and staff recruitment and hiring process; appointment
process, faculty promotion and contract renewal.

Applicability:
This procedure applies to all employees of EUC.

Procedure:

Responsibilities

HR Manager:
 Coordinates and processes items connected to faculty and staff appointments, such as
residence visas and work permits, benefits, non‐faculty appointee evaluation, and
personnel file management;
 Appointment letters, employment contracts and records that define the employment
agreements.
 Employment contract also details the probation such as terms on its renewal and end of
contract and if applicable any offers for a rolling contract.
 Attractive salaries and benefits are offered to highly qualified faculty in order to invite
faculties from diverse educational backgrounds.
 Provide compensation ranges and the criteria for each level of appointment and salary
increases to the faculty.
 An orientation program is provided to recently assigned faculty and professional staff and
includes orientation to the UAE local customs and its community.

General Recruitment and Hiring‐Procedures
For the purpose of filling new posts and locating replacement staff, European University College
will conduct an open recruitment procedure. To promote the efficient recruitment of applicants,
we will improve our recruiting and hiring methods. The following recommendations are
followed:
1. Before beginning the search, a "Personnel Requisition Form" will be completed and the
appropriate authorizations will be obtained.
2. A notice of the position will be posted on the University Careers website as a free
advertisement. Information for the notice must be coordinated with the HR department.
3. Candidate interview is conducted by the Hiring Manager. Extra effort is afforded to
consider candidates that have high quality educational backgrounds. Faculties are
required to attend the candidate interview and provide feedback.
a. Faculty member, dentist and dental assistants have to submit all their
credentials as per DHCA (Dubai Healthcare Authority) licensing requirement
b. In all cases, an Interview Evaluation Form must be completed and signed off
accordingly.
4. Final candidates being considered for a post with EUC will be subjected to reference and
background checks:
 All interviewed candidates will be requested to give permission for EUC to collect
references from current and previous employers.
 When a candidate is being considered for the post, the candidate is required to
provide at least two verbal references from former and present employer.
Candidates not meeting the required number of references will be asked to
provide additional names of persons to serve as references.
 During the interview process, all candidates will be advised that references may
be reviewed if the reference was not informed prior to the interview date.
 All external reference information, as well as other information gathered during
the selection process, will be kept in Human Resources for the duration of the
individual's employment.

5. Failed background check:
 Human Resources will notify the hiring department and the candidate of any
candidate ineligibility. The selected candidate is informed of the decision in
writing.
 The candidate is given three working days to lodge a dispute or appeal on the
decision. The employment offer will be withdrawn and another candidate will be
selected if no notification of dispute is received.
6. The employment offer can be given verbally by the HR department; however, a written
confirmation should be provided. The offer must be in writing to be considered official.
7. HR department is contact and inform any candidate where the application for the post
did not prosper.
8. HR Department authorizes the placement of the new employee on the payroll system.
9. General preparation is held before the employee joins, such as desk, telephone,
stationary, PC – Laptop, etc.
10. The new employee will undergo an Orientation phase to facilitate smooth integration
into EUC system. A joining orientation checklist is available to facilitate the orientation
process.
11. The Probationary Evaluation Form will be done HR Department in the first six months of
hiring. It is vital that any poor performance during the probationary period is identified.

Recruitment Conditions at the EUC
The faculty member should meet the following requirements:
1. Must have a Ph.D. or Master's degree in their field of specialization, or its equivalent,
from an approved university in their field of specialization.
2. Must be physically fit.
3. Should have a good record of conduct.
4. Should have at least three years’ experience in his/her field of specialization
5. Must have a record of scholarly publications commensurate with the position to which
the applicant aspires.

Professional Staff should meet the following requirements:
1. Should hold a degree commensurate to the position or designation applied for.
2. Must be physically fit
3. Should have a good record of conduct.
4. Should have at least two years’ experience in the position applied for.

Contract Duration:
 Faculty members shall be appointed for 3 years contract with the provision that the first
6 months is a probation period.
 In the event that the contract is not terminated within, or upon the expiry of the first 6
months, the contract shall be respected for the remaining period and automatically
renewed every two years unless the College or the faculty member decides otherwise by
virtue of a notice letter at least 6 months prior to the expiry of the contract or renewal
thereof.

Contract Renewal:
 Renewal depends on the type of contract. (Limited or Unlimited contract)
 Contract renewal process will follow the UAE Labour Law.

Faculty Appointment:
EUC uses a faculty classification system for appointments, re‐appointments, and promotions.

The purpose of faculty classification is to;
(1) Encourage faculty and staff to have positive working bonds.
(2) Enhance profession development;
(3) Create a system that is in line with EUC's objectives and ambitions.

Faculty members at EUC are classified according to the following ranks:
1 – Instructor
2 – Assistant Professor
3 – Associate Professor
4 – Full Professor

Qualifications and experience required for faculty appointments at EUC are according to the
following:
1. An instructor should hold a master’s degree in a specified field needed for instruction and
should have accumulated two years of experience teaching in an accredited institution of
higher education. Scholarly experience and/or publication is a plus.
2. An assistant professor must hold a terminal degree, a Ph.D. or equivalent from an
accredited university in the specified field needed for instruction. In addition, they should
have accumulated two years of successful teaching experience in an accredited
institution of higher education. The scholarly record of the assistant professor must
include at least two published research works in refereed journals.
3. An associate professor must hold a terminal degree, a Ph.D. or equivalent from an
accredited university in the specified field needed for instruction. The teaching
experience required must not be less than five years in an accredited institution of higher
education and should have published no less than 5 research works in refereed journals
with a least one as senior author.
4. A professor must hold a terminal degree, preferably a Ph.D. or equivalent from an
accredited university in the specified field needed for instruction. The teaching
experience required must not be less than five years at associate professor rank in an
accredited institution of higher education and should have published no less than 10
research works in refereed journals with a least three as senior author. A professor must
hold professional/discipline recognition at the international level.

For clinical faculty, a terminal degree would be a Master’s degree coupled with clinical Board
Certification from countries where no Ph.D. in his/her field is awarded (such as USA and India);
otherwise, a Ph.D. is considered to be the terminal degree.

End of Service:
EUC abides by the rules and regulations of the UAE Ministry of Labour as mentioned in the
following articles and other relevant articles:

Article 132
When a worker's employment is terminated, he is entitled to severance compensation if he has
completed a period of one or more years of continuous service. The days of absence from work
without pay shall not be included in calculating the period of service. The severance pay shall be
calculated as follows:
1 – 21 days remuneration for each year of the first 5 years of service
2 – 30 days remuneration for each additional year of service provided that the aggregate amount
of severance pay shall not exceed 2 year’s remuneration.

Article 133
A worker shall be entitled to severance pay in respect of fractions of a year in proportion to the
time actually worked, on conditions that he/she has completed one year of continuous service.

Article 134
Without prejudice to what is provided for by some laws on the granting of pensions or
retirement benefits to employees in some establishments.
Severance pay shall be calculated on the basis of the remuneration last due to the worker for
those who are paid monthly, weekly or daily basis and on the average basis of the daily
remuneration for those who are paid at piece rate basis.
The remuneration used as a basis for the purpose of calculating severance pay shall not include
what is given to the worker in kind, and housing allowance and transport and traveling
allowance, overtime pay, representation allowances, cashier’s allowances, children education
allowances, allowance for recreational and social facilities and any other allowances or
increments.
Article 135
Any amount due to an employer by a worker may be deducted from the latter's severance pay.

End of service criteria
The following cases are usually considered as criteria for the end of employment agreement:
1. Resignation of faculty member.
2. Termination of contract.
3. End of contract.
4. Reaching the age of sixty‐five.

Appendix 1: Personnel Requisition Form (FPS05BPO1‐PR1‐FR1)
Appendix 2: Interview Evaluation Form (FPS05BPO1‐PR1‐FR2)


Appendix 1: Personnel Requisition Form (FPS05BPO1‐PR1‐FR1)


Appendix 2: Interview Evaluation Form (FPS05BPO1‐PR1‐FR2)
Approval:

Review Log:
Version 2 CEO /Date


POLICY #: FPS05CPO1
CAA Standard:
Responsible:
5.c Compensation and Benefits Policy Human Resource
Cross Reference: Faculty Manual,
Staff Manual; PPM

Purpose:
This policy describes the compensation and benefits of all employees including housing, travel,
health insurance, travel, education, repatriation and death benefits.

Applicability:
This policy applies to all faculty and staff members of European University College (EUC)

Compensation and benefits refer to the compensation/salary and other monetary and non‐
monetary benefits and is an important aspect of Human Resources Management as it helps to
keep the workforce motivated. It helps give benefits to employees based on their performance
and actions and brings the best out the employees at workplace.
Employee compensation and benefits are divided into four basic categories
1. Guaranteed pay
2. The Variable pay
3. Benefits
4. Equity‐based compensation
More details of the organisation Comp & Ben strategy and its element elaborated in employee’s
handbook.

Policy:
European University College (EUC) provides an excellent, competitive, and tax‐free
compensation and benefits package for its faculty and professional staff, based on periodically
reviewed every two years with market benchmark data in coordination with Hay or Mercer
whichever is applicable.

Approval:

Review Log:



POLICY #: FPS05CPO1‐PR1
CAA Standard:
Responsible:
Human Resource
5.c Compensation and Benefits Procedure Cross Reference: Faculty Manual, Staff
Manual; PPM

Purpose:
This procedure describes the compensation and benefits of all employees including housing,
travel, health insurance, travel, education, repatriation and death benefits.

Applicability:
This applies to all faculty and staff members of European University College (EUC)

Procedure:
Faculty and staff members will be paid the following basic wage and total salary:

FACULTY MEMBERS
Grade Rank Total Salary (AED) Grade
A Chief Executive Officer 30,000 ‐ onwards 10‐13
B Professor 20,000 – 27,000 7‐9
C Associate Professor 17,000 – 25,000 4‐6
D Assistant Professor 15,000 – 18,000 1‐3
E Instructor 10,000 – 15000

NOTE: Basic salary, allowances, and additional benefits are all included in the total salary.

Payment of Salary
Employees receive their pay by electronic bank transfer once a month. The salary is transmitted
on the last working day of the month, unless it happens on a Friday. Transfers take place on the
Thursday preceding in such circumstances. If there is an issue with the transferred salary
amount, notify the HR office.

Overtime Policy
Any employee who is compelled to work an extra day during the week is paid with a day off the
following week or at a time of their choosing, pending approval from management.

FACULTY MEMBER BENEFITS:

Allowances for Faculty Members:

Ticket Allowance:
Employees are offered a one‐way ticket at employment and a return ticket at the end of
their contract in accordance with the UAE Ministry of Labour laws. Special provisions may
be applied to ensure attracting qualified faculty in specializations that are at high
demand.

End of Service Allowance :
In line with the UAE Ministry of Labour laws, all employees are entitled to an end‐of‐
service payment.

Furniture and Education allowances:
No furniture, and/or children education allowances will be paid by the EUC to any of its
employees (faculty or staff).

Leaves and Vacations:

Annual Leave
Each faculty member is entitled to paid leave each year based on individual contract.

Hajj Leave
After one year of service at EUC, a Muslim employee may be allowed up to 15 days of paid
special vacation to undertake Hajj. Only one Hajj leave is permitted during a faculty member's
time at EUC.

Leave of Absence with Pay (Sabbatical Leave)
The basis of a sabbatical is to take a break from work "to provide time for research activity with
the goal of enabling beneficiaries to become more effective in their academic work. A sabbatical
leave is a benefit that can be provided to a faculty or staff member who has shown great skill in
academic research and training, or other endeavour, especially through published or otherwise
recognized project."

Proposals for sabbatical leave may be prepared in the year that term was granted for a leave to
begin the following year, as long as a full six years of service has been completed by the faculty.
If the minimum requisite contract years of full‐time employment have elapsed since the start of
a previous sabbatical break, the individual is eligible for a future sabbatical leave.

Percentage of Salary While on Sabbatical ‐ Fall & Spring Semesters: 50%; 1 semester: 67%

Sabbatical Leave Report:
A faculty or staff member who is granted a sabbatical leave must present a written report to the
Chief Executive Officer detailing their accomplishments during the time off. Within two months
of returning from leave, the report must be submitted. A letter of recognition will be sent to the
faculty member by the Chief Executive Officer. Office of Human Resources shall retain and place
in the personnel file.

Return to Service:
Individuals who are given sabbatical leaves must resume for a full contract year of service after
the sabbatical leave is completed. Anyone who does not return or who does not stay for the full
contract year following the sabbatical break will be forced to reimburse the University for the
salary earned and other expenses incurred during the sabbatical absence.

Sick-Leave
Faculty members are eligible to the following wages while on a continuous or intermittent sick
leave:
For the first 15 days, faculty or staff will be paid in full.
For the following 30 days, faculty or staff will be paid half of your normal salary.
Any subsequent term without pay will be limited to 45 days.

A medical report approved by the Ministry of Health Committee indicating or summarizing the
faculty member's condition and the suggested time of sick leave should be produced by the
faculty member. Short sick leaves should be backed up by sufficient documentation and signed
off on by the Ministry of Health.

Maternity Leave
According to the regulatory requirements of the UAE Ministry of Labour, all female faculty
members are entitled to maternity leave, as detailed in the following article:
Article 30
A female worker shall be entailed to maternity leave with full pay for a period of 45 days,
including the period preceding and the period following her confinement, on condition that she
has been in her employer’s service for a continuous period of not less than one year. If she has
not completed the aforesaid period of service, she shall be entitled to maternity leave with half
pay.
On the expiry of her maternity leave a female worker may be absent from her work without pay
for maximum period of 100 consecutive or non‐consecutive days if such absence is due to an
illness preventing her from resuming her work and if the illness is confirmed by a medical
certificate issued by the medical service specified by the competent health authority or if the
latter authority confirms that the illness was caused by women’s work or confinement.
*The leave provided for in the preceding two paragraphs shall not be deducted from other
periods of leave.

Emergency Leave
A paid emergency leave is given to any employee who has been assigned to work at least (40)
hours per week for at least 6 months, and a faculty member must have been assigned to work at
least 50% time for at least 6 continuous months.

Compassionate Leave
In the event of the death of a first degree relative, all employees are entitled to 5 days of
compassionate leave every year, and 3 working days in the case of the death of a second
degree related.

Staff members are required to apply for leave via Adrenalin HRIS before they re‐join after
the leave;
Staff member has to notify her/his line manager as soon as such incident occurs and
apply through Adrenalin HRIS for Compassionate leave before/after going on leave;
Compassionate Leave and annual leave can be combined. If compassionate leave is taken
during an employee's annual leave, the days will be credited to the employee's annual
leave entitlement. Compassionate leave, on the other hand, will not be allowed during
any other sort of leave.

CME Leave
Ref: 5.f Professional Development for Faculty

Health Insurance
The College will subsidize the basic health insurance coverage as mandated in the Labour Law,
however, if faculty choose to upgrade the insurance coverage; the faculty will pay the extra
charges committed for the upgrade.

Repatriation and Death Benefits
The death benefit payment is a minimum of AED 18,000 and a maximum of AED 35,000 in
accordance with the UAE Labour Law. Contact the HR Department for further details.

Repatriation is usually included in the health insurance benefits schedule.

STAFF MEMBERS BENEFITS:
Allowances for Staff Members:
1. Ticket Allowance
Employees are offered a one‐way ticket at employment and a return ticket at the end of
their contract in compliance to the Ministry of Labour in the UAE.

2. End of Service Allowance
According to the UAE Ministry of Labour rules and regulations, all employees are entitled to
an end‐of‐service compensation.

3. Furniture and Education allowances
No furniture, and/or children education allowances will be paid by the EUC to any of its
employees (faculty or staff).

Leaves and Vacations:
Annual Leave:
Staff members are entitled for a maximum of 30 Calendar days to be used in one shot
according to Fiscal year.
Sick‐Leave:
The staff member is entitled to sick leave (continuous or intermittent) wages as follows:
Full wage for the first 15 days.
Half wage for the next 30 days.
Any following period will be without wage for a maximum of 45 days.

Maternity Leave:
According to the norms and regulations of the UAE Ministry of Labour, all female employees are
entitled to maternity leave, as detailed in the following article:
Article 30
A female married worker shall be entailed to maternity leave with full pay for a period of 45
days, including the period preceding and the period following her confinement, on condition
that she has been in her employer’s service for a continuous period of not less than one year. If
she has not completed the aforesaid period of service, she shall be entitled to maternity leave
with half pay.

*The leave provided for in the preceding two paragraphs shall not be deducted from other
periods of leave.

Compassionate Leave:
All staff members are entitled to 5 days compassionate leave per year in case of the death of a
first degree relative and 3 working days in cases of the death of a second degree relative;

Staff members are required to apply for leave via Adrenalin HRIS before they re‐join after the
leave;
Staff member has to notify her/his line manager as soon as such incident occurs and apply
through Adrenalin HRIS for Compassionate leave before/after going on leave;

Compassionate Leave may be combined with annual leave. If the compassionate leave occurs
during the annual leave, then the days will be credited back to the staff member’s annual leave
entitlement. However, compassionate leave will not be granted during any other type of leave.

CME Leave:
Clinicians are eligible for 7 working calendar days of CME leave per year;
Nurses are eligible for 3 working calendar days of CME leave per year;
CME Leave requests must be lodged 30 working days in advance with supporting course details;
Dates of CME Leaves will be accommodated as long as business needs are met;
CME Leave is not applicable on Saturdays;
All leaves go to manager for final approval;
HR reserves the right to amend your CME Leave, upon prior notification, to Unpaid Leave in case
of deviation from this Policy’s intent and process;
Clinician/Nurse should upload relevant completion certificates to his/her Adrenalin HRIS profile
once course/seminar is completed.

Health Insurance
The College will subsidize the basic health insurance coverage as mandated in the Labour Law,
however, if the staff member choose to upgrade the insurance coverage; the staff will pay the
extra charges committed for the upgrade.

Repatriation and Death Benefits
The death benefit payment is a minimum of AED 18,000 and a maximum of AED 35,000 in
accordance with the UAE Labour Law. Contact the HR Department for further details.

Repatriation is usually included in the health insurance benefits schedule.

Public Holidays & Compensatory OFF
Public holidays falling during annual leave or unpaid leave will be considered part of the leave;
Staff members working on a public holiday or a weekly day rest, as directed by their Line
manager, and haven’t been compensated financially, will be entitled to compensatory time off
to be used within 3 months;
Line Manager may advise staff member to use his/her compensatory time off on short notice as
per operations’ needs;
No rescheduling of patients or any delay of duties is permitted in order to attain a compensatory
time off;
To decide on a compensatory time off, the Line Manager and the staff member must ensure
minimum staff coverage to care for patients, daily job responsibilities, as well as, the monthly
target production must be considered beforehand;
One day Comp‐off leave is not applicable on Saturdays. Compensatory time off can be claimed
on a Saturday if only the compensatory time was a Saturday worked.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: FPS05DPO1
CAA Standard:
(5d)
5.d Leave of Absence Policy Responsible:
Human Resources
Staff Manual; PPM

Purpose:
To ensure that leave policies are applied on a consistent basis, and to clearly outline the various
types of leave offered by EUC.

Applicability:
This policy applies to all Faculty and Staff leave applications.

Leave of absence It is time off work requested by an employee to deal with extraordinary
circumstances in his/her life. It could be voluntary, mandatory, subsidized, or unpaid in
accordance with UAE labour law.
Unpaid leave ‐ It does not pay the employee during their absence, but it does ensure that their
employment is not disrupted.
Other type of leave in details descripted in employee’s handbook.

Policy:
The College recognizes that employees may be unable to work due to a variety of factors.
Processes are in place to handle these absences in conformity with UAE labour law.
Absence from work is permitted under EUC for a variety of reasons, including but not limited to
personal illness or injury, compassionate reasons, religious reasons, and intellectual activity.
Some absences are covered by labour rules, while others are a requirement of the employee's
employment contract. Requests should be evaluated on a case‐by‐case basis, in most other
circumstances, in accordance with this policy.

Any work absence must be allowed by the immediate manager or Program Director for all
situations. In situations where absence is planned, this approval should be sought well in
advance (e.g., vacations, jury service, sabbaticals, working from home, etc.).
When an employee's absence is not planned, they should contact their immediate manager or
Program Director immediately about the situation, the reason for their absence, and their
expected return date.

All forms of leave applications are initiated through our College Human Resources Management
System, ‘Adrenalin’.

Approval

Review Log:


PROCEDURE #: FPS05DPO1‐PR1
CAA Standard:
Responsible:
Quality Assurance
5.d Leave of Absence Procedure
Cross Reference: Faculty Manual; Staff
Manual; PPM

Purpose:
To outline the step‐by‐step process for any type of leave applications

Applicability:
All faculty and staff leave applications must be processed through the ‘Adrenalin’

Procedure:
Types of Leaves offered by EUC:

Annual Leave
Leave Cycle & Balance
 New joiners: The leave shall be pro‐rated for the 1st year from the staff member’s joining
date until the fiscal year's end;
 Staff members are entitled for a maximum of 30 Calendar days to be used in one shot
according to Fiscal year;
 Staff members, who are on 5 working days per week, will be entitled to 22 working days
as annual leave balance;
 Staff members, who are on 6 working days per week, will be entitled to 26 working days
as annual leave balance;
 10 days to be carried forward to the next fiscal year. Effective January 2020, 5 days only
will be carried forward;
 Staff members are entitled to their leave balance from the first day of the year, in case of
resignation/termination of employment contract, leave balance will be calculated on pro‐
rata basis. Any extra leave granted will be deducted from the End of Service Settlement
based on the full salary (basic and allowances).

Leave Planning
 Staff members are required to apply for leave via Adrenalin HRIS at the beginning of each
year. If leave wasn’t planned from the beginning of the year, Line manager has the right
to reject the leave or recommend other dates. In exceptional cases, minimum of 3
months’ notice might be considered according to business needs;
 Annual leave should be planned to be taken during “low/Summer season” as per
corporate calendar;
 Annual leave applications during “high season” will only be considered on exceptional
basis according to business needs;
 Both the staff member and his/her supervisor have the responsibility to ensure that
allotted leaves are used within the year it is earned;
 The final approval for the scheduling of leave is made by the immediate supervisor in
discussion with the Department Head, General Manager and HR Manager to ensure that
the operational needs are met;
 One day annual leave is not applicable on Saturdays.

Leave Encashment
 Leave encashment is only applicable in exceptional cases where the staff member has
agreed to work through their leave period at the request of the Department Head to meet
operational requirements. In this situation the Department Head will submit a special
request at least two months prior to their planned leave days to HR and then to be sent
for an approval by Finance Manager;
 Leave balance encashment will only be paid on the basis of basic salary only;
 Leave salary will be processed along with the payroll as normal salary and there will be no
leave salary advances issued during leave.

Leave Extension & Emergencies
1. To cover against emergencies, all staff members are required to notify the HR
department their leave address and mobile numbers before proceeding on leave;
2. A staff member should return to work as soon as the leave period ends and it may not
be extended except through a request from a staff member to his/her Line Manager
and approved before the end of the original leave period. It will be considered only for
the following reasons;
 Illness of staff member or accompanying family member, supported by a valid
medical certificate;
 Cancellation of flights one is booked on;
 Natural disaster at the place of holiday;
 Local disturbance and curfews;
 Death in the family.
3. If it is foreseen that return from leave will be delayed, every effort must be made by the
staff member to inform his/her Line Manager. Unless a valid (attested) medical
certificate is given, illness during annual leave will be considered part of the leave term.
4. Such approved leave extensions shall be adjusted against any leave balance. If there is
no leave balance, the extended leave will be treated as unpaid leave;
5. A staff member who does not return to work, without prior information, after the
expiry of his/her annual leave may be fined at a rate of two days salary per day and will
not exceed five days salary. Such incident will be subject to disciplinary action, including
termination of service.

1. Hajj Leave
After one year of service at EUC, a Muslim employee may be allowed up to 15 days of paid
special vacation to undertake Hajj. Only one Hajj leave is permitted during a faculty member's
time at EUC.

2. Sick‐Leave
Leave Application
 Staff members are required to apply for leave via Adrenalin HRIS at least 24 hrs prior, if
possible. Otherwise, staff member is required to inform the Line Manager/Supervisor and
the call center by telephone regarding his/her illness and leave requirement. This should
be done before the commencement of working hours of the staff member by at least 90
minutes;
 In case of sudden sickness/illness, the staff member is required to add the Sick leave on
Adrenalin HRIS after returning from leave, in case he/she could not do so before going for
leave;
 The Sick Leave request is required to be approved by Line Manager & Functional Manager;
 Sick leave in excess of one (1) working day shall require a DHA Attested Sick Leave
Certificate. This should be attached to Adrenalin HRIS’s sick leave;
 Sick leave taken prior to or after weekends or holidays requires a DHA Attested Sick Leave
(even for 1 day), failing to submit such certificate, the leave will be considered leave
without pay.

Leave Balance & Pay
1. Sick leave is unpaid during the probationary period;
2. The employee is entitled to the following wages while on sick leave (continuous or
intermittent):
a. Full pay for the first fifteen days;
b. Half pay for the next thirty days;
c. No pay for up to 45 days for any subsequent time.
3. If, on the other hand, an employee who is currently on sick leave will not be entitled to
any pay if the sickness is caused by his or her misconduct.
4. The employee may resign from his or her job while on sick leave and before the end of
the 45‐day term required by law, as long as the cause for the resignation has been
certified by a physician.
5. EUC may cancel an employee contract if an employee does not return to work after the
sick leave term. In this instance, the entire gratuity and end‐of‐service compensation
will be given as provided by law.
6. If the employee does not return to work after his or her absence has finished, he or she
will not be compensated (whether sick leave or annual leave). EUC has the right to
terminate an employee's contract if the employee fails to return to work within seven
days from the return date.
7. Sick leave cannot be clubbed with any other leave;
8. Sick leave shall not be accumulated, encashed, clubbed with any other leave or carried
forward to the next year.

3. Maternity Leave
According to the norms and regulations of the Ministry of Labour in the UAE, all female
employees (faculty and staff) are entitled to maternity leave, as detailed in the following article:
Article 30
A female worker shall be entailed to maternity leave with full pay for a period of 45 days,
including the period preceding and the period following her confinement, on condition that she
has been in her employer’s service for a continuous period of not less than one year. If she has
not completed the aforesaid period of service, she shall be entitled to maternity leave with half
pay.
The leave provided for in the preceding two paragraphs shall not be deducted from other
periods of leave.
1. Only applicable to married female staff members who have been in continuous
employment for minimum one year;
2. This will include the period of pregnancy, delivery, and post‐delivery as provided by law;
3. A maximum of 45 days leave will be granted;
4. Staff member desiring to use Maternity Leave is required to apply through Adrenalin HRIS
and notify their Line Manager & Functional Manager four (4) months, at least, in advance
in order to attain approval.
5. There will not be any encashment of Maternity Leave.

5. Absence without Leave (AWOL)
The bullet points below define what constitutes an absence without leave.
• When an employee fails to call or report to the clinic by 8:30 a.m. to request leave.
• When a written statement from a physician is requested but not provided.
• When an employee is absent from work without permission. This day(s) will be deducted
from the employees’ salary.

6. Unpaid Leave
Individual requests for unpaid leave will be processed in accordance with regulatory standards.

7. Sabbatical Leave
The purpose of a sabbatical is to take a break from work "to provide a period of time for
research or further studies with the goal of enabling recipients to become more useful and
productive. Sabbatical leave is a benefit that is provided to a faculty or staff member who has
proven to have great talents is research and scholarly activities, especially through published or
otherwise recognized projects."

Proposals for sabbatical leave may be made in the year that tenure is granted to take a leave the
next year, as long as the faculty member finished the required six years of service. The individual
is eligible for a future sabbatical leave if the minimum contract years of full‐time employment
have elapsed since the start of a previous sabbatical vacation.
Percentage of Salary While on Sabbatical – Two (Fall and Spring) Semesters: 50%; one semester:
67%

Report on Sabbatical leave
A faculty or staff member is required to submit a report to the Chief Executive Officer detailing
their accomplishments during the time off. Within two months of returning from leave, the
report must be submitted. A note of acknowledgement will be sent to the faculty member by the
Chief Executive Officer. After that, the report is forwarded to the Office of Human Resources.

Service Resumption
Individuals must return for a full contract year of service after the sabbatical leave is completed.
Non‐returning faculty or staff or those were not able to finish the one‐year contract following
the sabbatical leave will be forced to reimburse EUC for the remuneration earned and other
expenses incurred during the sabbatical absence.
8. Emergency Leave
A paid emergency leave is granted to any employee who has been assigned to work at least (40)
hours per week for at least 6 months, and a faculty member must have been assigned to work at
least 50% of the time for at least 6 months.

9. Compassionate leave
 All employees are eligible to five days of compassionate leave in a year if a first‐degree
relative dies, and three working days if a second‐degree relative dies;
 Staff members are required to apply for leave via Adrenalin HRIS before they re‐join after
the leave;
 Staff member has to notify her/his line manager as soon as such incident occurs and apply
through Adrenalin HRIS for Compassionate leave before/after going on leave;
 Compassionate Leave and yearly leave can be combined. If compassionate leave is taken
during an employee's annual leave, the days will be credited to the employee's annual
leave entitlement. Compassionate leave, on the other hand, will not be allowed during
any other sort of leave.

10. CME Leave
 Each year, clinicians are entitled to seven working calendar days of CME leave.
 Nurses are entitled for three working calendar days of CME leave per year;
 CME Leave requests must be lodged 30 working days in advance with supporting course
details;
 Dates of CME Leaves will be accommodated as long as business needs are met;
 CME Leave is not applicable on Saturdays;
 All leaves go to General Manager for approval;
 HR reserves the right to amend your CME Leave, upon prior notification, to Unpaid Leave in
case of deviation from this Policy’s intent and process;
 Clinician/Nurse should upload relevant completion certificates to his/her Adrenalin HRIS
profile once course/seminar is completed.

11. Public Holidays & Compensatory OFF
 Public holidays falling during annual leave or unpaid leave will be considered part of the
leave;
 Staff members working on a public holiday or a weekly day rest, as directed by their Line
manager, and haven’t been compensated financially, will be entitled to compensatory
time off to be used within 3 months;
 Line Manager may advise staff member to use his/her compensatory time off on short
notice as per operations’ needs;
 No rescheduling of patients or any delay of duties is permitted in order to attain a
compensatory time off;
 To decide on a compensatory time off, the Line Manager and the staff member must
ensure minimum staff coverage to care for patients, daily job responsibilities, as well as,
the monthly target production must be considered beforehand;
 One day Comp‐off leave is not applicable on Saturdays. Compensatory time off can be
claimed on a Saturday if only the compensatory time was a Saturday worked.

12. Unauthorized Leave
If a staff member is absent without any notification, it will be considered leave without pay and
he will be subject to disciplinary action. Seven days’ successive unauthorized absence is
grounds for immediate dismissal under the UAE Labour Law Article (120).

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: FPS05EPO1
CAA Standard:
(5e)
Responsible:
5.e Faculty/Staff Personnel Records Policy Human Resources
Staff Manual; PPM

Purpose:
This policy provides guidelines for maintaining Faculty and Staff personnel records.

Applicability:
This policy applies to all present or past employees of EUC.

"Employee File" is a set of information and details about the employee, as well as changes in his
or her employment status. It includes information regarding employee advancement in position,
including employment history, resume, qualification, educational back ground, individual
development courses, certificates, signed offer of employment, signed job description and other
requirement in accordance with UAE labour law, reassignments, absences, performance
evaluations or any disciplinary letters.
“Employee Record” refers to any original, photocopy, electronic form of documents, records,
notes of an employee whether currently employed or not with the University. This includes
information on recruitment, employment status, remuneration, entitled benefits, trainings etc.

Policy:
Employee records at European University College (EUC) are handled in the highest
confidentiality and include information and documentation pertaining to each person's
employment relation with the university. The process of maintaining and access to employee
files are described in this policy.

European University College (EUC) is committed to maintenance (including backup) of personnel
files, and guaranteeing appropriate employee access to his/her personnel file, including the right
to review the file and correct erroneous information.

Approval:
Review Log:
Version
Number


PROCEDURE #: FPS05EPO1‐PR1
CAA Standard:
Responsible:

Human Resources
5.e Faculty/Staff Personnel Records Procedure Cross Reference: Faculty Manual, Staff
Manual; PPM

Purpose:
To explain how to appropriately maintain current and past employees’ employment data and
information as authorized or needed by law.

Applicability:
This procedure applies to all current and former employees of EUC.

Procedure:
Responsibilities of the Human Resource Department
 Oversees the management aspects of new faculty and professional staff employment.
This involves obtaining immigration and residency permits, incentives, non‐academic
employee evaluations, and HR personnel file management.
 Maintains a record onsite for each full‐time faculty, part‐time faculty, and professional
staff member, such as certificates, official transcripts of academic preparation, the signed
contract, and all documents required by the Ministry of Human Resources and
Emiratization, the Labor Law of the UAE, Dubai Healthcare City Authority (DHCA) and
Dubai Health Authority (DHA) Regulatory requirements.
 Ensures that records are kept in safe, fire‐resistant file cabinets that must always be
locked.

Guiding Principles
I. Internal Request for Employee File Access
 Authorized personnel, such as Human Resources, Payroll, Legal Advisors,
Internal Auditors, and the employee's supervisor, Head of Department and
the Chief Executive Officer (CEO), have access to employee files as required.
All information in the Employee Files is kept strictly confidential and will only
be shared with those who have been given permission to see it. Every
employee's right to privacy must be acknowledged and maintained in
accordance with existing laws.
 Files of employees can be seen if the following conditions are met:
 Requesting employee must submit the request to view his/her file at
least one day in advance. with at least 24 hours' notice and a written
request from the employee. Employees have access to their own
Employee File under the direct supervision of Human Resources
personnel.
 In the official conduct of responsibilities vested in the supervisor, Chief
Executive Officer or Program Director or Chief Executive Officer
 Daily responsibilities of the Human Resources department.
 No employee has the authority to change or delete any document in his or her
Employee File.
 Access to employee files for reasons other than those indicated above
requires a written request to the Manager, Human Resources, with at least 24
hours’ notice.
 Employee files must be kept in the Human Resources Department at all times.
II. External Requests for Employee File Access
 The Human Resources Department generally verify employment as required
by law. An employee's written or verbal authorization from the employee
must be obtained before any information is provided to any third party.
III. Retention of Personnel Records
 Any changes to an employee's personal information (e.g., residence, marriage
status) must be updated in a reasonable timeframe through the Adrenalin
Human Resources Management software to maintain accuracy in our records.
 Requests to edit or remove documents from the employee file must be
submitted to Human Resources in writing.
 The following documents will be checked on a regular basis, with obsolete
information removed. The following are examples of this:
 Attendance sheets older than 5 years.
 Any disciplinary records older than 5 years
 Any other information that the Human Resources Manager deems
necessary
 Former EUC personnel' records may be converted to microfiche or electronic
archiving one year after the employee has left the University's employ.
Electronic documents and microfiche files are stored for a minimum of seven
years.
 The following documents are required for academic and professional staff
files:
 Updated Resume or Curriculum Vitae
 Attested academic degree and Transcript of records
 Record of Equivalency
 Passport copy with UAE Visa page
 Emirates ID copy (Front and Back)
 Passport size photograph (new)
 Offer Letter
 Employment Contract
 Reference Letters (if available)
 Non‐Objection Certificate (NOC)‐ if required
 Employee Confidential Information Form
 Employment Application (Staff Only)
 Performance Evaluations
 Promotion Letters
 Course‐Instructor Survey Summaries
 Disciplinary Action Records
 Resignation or Termination Letters
 Other Employment Related Documents

None

None

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: _______________

Review Log:
Version 2 CEO /Date


POLICY #: FPS05FPO1
CAA Standard:
(5f)
5.f Professional Development for Faculty Responsible:
Human Resources
and Staff Policy Cross Reference: Faculty
Manual; Staff Manual; PPM

Purpose:
To provide a system for administrators, faculty, and staff that reinforces and favours all faculty
and staff growth in accordance with EUC’s strategic plan and departmental objectives.

Applicability:
This policy applies to all professional development plans and activities for faculty and
professional staff.

“Faculty” refers to the individuals directly responsible for the educational mission of the College.
Faculty development includes any activity that increases the value or worth of the services
provided on behalf of EUC especially in the domains of education; research and scholarly
endeavour, service, or administration. Faculty development may include funding and/or
designated time away from the EUC such as a leave.
“Staff” refers to the individuals supporting those responsible for the educational mission of the
College. Staff development includes the implementation of college policies aimed at improving
staff knowledge, skills, and competences which ultimately improve staff and College
effectiveness and efficiency. This encompasses all types of staff activities, such as self‐study, e‐
learning, courses and workshops, on job training, mentoring and coaching, planned class room
training and a number of other methods that fit within the current budgetary constraints and
defined business needs.

Policy:
Faculty Development
European University College (EUC) considers faculty development indispensable for

organizational success. Continuing staff training and development will have a high priority at
EUC. The administration shall ensure that proper time and resources are allocated for its
implementation.
EUC ensures that faculty development must include activities that support teaching, research,
and scholarship.
In order to facilitate active and lifelong learning, EUC pledges to provide adequate faculty and
staff training programs and services to support their professional development. This may include
a mixture of instructional styles and techniques. Adequate IT training and support for faculty
members will be provided in the use of information technology software related to meeting
educational goals.
EUC adopts a philosophy of continuing development of all faculty members. By doing so, faculty
members can remain fully motivated. Thus, EUC emphasizes its commitment to continuing
organizational and personal development so that the quality of educational services will improve
and to ensure that the students receive the highest quality in learning experiences and
outcomes.
All EUC faculties (full‐time and part‐time) will be entitled and allowed to participate in
conferences and seminars as per requirements and schedules any time during the academic year
with paid leave from EUC. Furthermore, the College may support part or all of the travel costs
and registration fees for the meetings based on the available funds in the College’ budget and
prior approval from Departmental Director and HR Director.
A leave application for the purpose of faculty development such as for further study and
research may be permitted. It may also be granted to faculty participation in a conference
program as a committee member, presenter or as an event organizer and for planned faculty
training to improve faculty skills.
Funding for faculty development is available after application and review of funds request.

Objectives of Faculty Development:
• Improving individual performance
• Improving working relationships
• Enable faculty to track their progress
• Career development of faculty
 Acknowledge the accomplishments of faculty members.
• Educate faculty on how to advance.
• Provide opportunity for personal development
• Remove and minimize any form of faculty concerns and strengthen their ties with the
administration.

Staff Development
EUC encourages, guides, evaluates progress, and provides the expertise for career and staff
development creating a “learning organization” enhancing employee’s experience for career
progression and retention strategy by ensuring that thinking, policies and practices are directed
towards striving for continual improvement.
EUC is committed to providing opportunities for staff development so that individuals and
departments can fully contribute to the attainment of College’ goals.

Approval:

Review Log:


PROCEDURE #: FPS05FPO1‐PR1
CAA Standard:
Responsible:
5.f Professional Development for Faculty and Human Resources
Cross Reference: Faculty Manual &
Staff Procedure Staff Manual; PPM

Purpose:
To detail the procedure in availing professional development funding and leave applications.

Applicability:
This procedure applies to all faculty and professional staff development plans.

Procedure:

Faculty Development Procedure
Faculty members are expected to propose to the Chief Executive Officer the conferences and/or
seminars they intend to attend with full details for revision and approval.
I. Eligibility
Faculty and Staff development funding and/or leaves may be permitted to any faculty member
and to those staff with teaching, research, administrative, clinical supervision and other
professional responsibilities.
A “faculty member” refers to all those included above.
1. Faculty development leaves and/or funding shall not be used to retrain from academic
to administrative jobs or vice versa, and they may not be awarded to those who are
part of the College's "classified" personnel structure.
2. Faculty and staff will be eligible for a development leave and/or funds:
 if the faculty or staff has served for at least one academic year after initial
employment date, and
 if the faculty or staff is not in the last year of employment at EUC.
3. Only in exceptional circumstances may an exception to the one‐year minimum service
requirement be granted.
4. Any specific concerns regarding faculty development and research funding eligibility
must be referred to the EUC Research Committee and Chief Executive Officer, concerns
other than for research must be referred to the Chief Executive Officer.

II. Procedure and Authorization
1. Requests for faculty development related to research leave and/or funding must be
submitted to the respective Program Director who will forward it to the Research Committee
for acceptance.
2. The accepted application/request will be redirected to the Chief Executive Officer, whose
office then forwards the application/request to the Chairman, Board of Trustees.
3. Requests for faculty development related to topics other than research i.e., community
engagement activities must be submitted to the respective Program Director who will
forward it to the Chief Executive Officer who then forwards the application/request to the
Chairman, Board of Trustees.
4. Recommendations regarding the acceptance will be based upon the merits of the request
and needs of and value to EUC.
5. The application form (see last page) must include the following information:
a. Explanation of proposal;
b. the activity's goal and scope;
c. a general statement of the faculty’s professional goals, with an explanation of
how the planned leave fits into that plan.
d. anticipated advantages from the activity, taking into account the strengths and
shortcomings of the faculty member;
e. comprehensive strategies for completing the task;
f. the dates and duration of the requested leave;
g. a description of how the projected absence would impact the curriculum; and
h. Anticipated remuneration from other sources, if any.
III. Leave Period and Compensation
Compensation for received for faculty development is in addition to the regular salary; the
added compensation is determined by the rationale and length for the leave request.
 Invited Speaker: An organization that invites a speaker or a participant to a scholarly
event will often compensate the invitee for the cost of travel and/or lodging. For
travel and lodging costs not compensated by inviting organizations, EUC limits
compensation to direct costs for economy air transportation and two nights lodging
upon submission of receipts.
 Conference Attendance: EUC will compensate for direct costs, based upon receipts
submitted, for economy airfare and two nights economy lodging for one professional
conference per academic year.
 Leaves for sabbatical and training.
 Other Leaves: Other leave and/or compensation requests will be reviewed on an
individual basis.

IV. Maximum Number of Leaves Granted
 Upon approval from the Board of Trustees, each full‐time faculty member is allowed
leave for one professional conference per year per employee contract.
 At any given moment, only one faculty member from a given College department
should be on faculty development leave. More than one faculty member per
department may be granted leave if a teaching (classroom and clinical) impact
analysis suggests no adverse effect on the College.
 In addition to the conference allowed via employee contract, only one additional
compensated leave will be granted per year per faculty member to attend a
professional conference wherein the faculty member does not lecture or otherwise
actively participate in the conference.
 For both conferences described above, there will be no deduction for salary and no
deduction from the 30‐day annual leave.

V. Future Service Expectations:
 Faculty development leave will be granted with the expectation that the recipient will
stay on at the College for at least one academic semester once the leave is
completed.
 If the recipient stays in the College's employ for the six months immediately after the
conclusion of the leave term, regardless of other leaves or other authorized
interruptions of service that may occur during that six‐month period, this service
requirement will be considered satisfied.
 Recipients must reimburse the College the full amount of monetary and travel
benefits obtained from EUC under the terms of their leave if they do not stay at the
College for six months after their leave ends.
 The BOT Chairman, on the proposal of the Chief Executive Officer, may waive the six‐
month minimum in exceptional circumstances.

VI. Financing
Faculty members on faculty development leave will be paid in full when their salary is due.

VII. Integrity of The Curriculum:
 The provision of a faculty development leave and/or financing should not cause
excessive difficulty for other faculty members, nor should it limit the number of
scheduled courses available.
 Acceptance by the Research Committee for research requests and the Chief Executive
Officer for all matters related to faculty development should be interpreted as
indicating that this requirement has been met.

X. Other Requirements:
 When possible, the College encourages programs and departments to support these
endeavours with travel funds. EUC will assist those recipients who seek travel funding
from private sources (such as dental supply vendors).
 If the leave is related to research, a brief report of the research activities completed
during the leave must be given to the Research Committee within a month of the end
of the leave.
 Within a month at the end of the leave, the Director of Student Services and
Community Engagement must receive a short report on the community involvement
activities that were completed.

Staff Development Procedure
General Principles:
1. All employees have equal access to staff development opportunities that are appropriate
for their roles and objectives.
2. Training activities, both internal and external, will assist the need to raise understanding
of equality and diversity concerns.
3. The Institution is bound by regulatory rules, which require it to guarantee that employees
are properly trained for their jobs in order to perform legally and in the best interests of
the college and themselves. As a result, participation in specific professional
development activities will be required.
4. Other planning and evaluation cycles, such as employee induction and orientation,
performance reviews and yearly planning must be closely integrated with staff
development procedures.
5. All staff development funding and study leaves must be approved by the relevant Head
of Department (HOD)
6. Department heads and line managers must promote and support all employees to
participate in all staff development initiatives that are appropriate to their development
requirements.
7. Employees must take charge of their own growth. They are required to take advantage of
the available training opportunities in order to maintain their skills up to date and
respond to any change.

Identification of Needs:
 As part of the Performance Review Process, managers are required to review staff
development requirements with each of their employees at least once a year.
 Within one month of starting their new job, a new employee's training needs should be
determined.
 The new role of a staff being reassigned to another department must be discussed at
least 30 days before the start of the new role.
 A need can be identified during the annual planning and budgeting.
 Monitoring and requests from HODs
 Measures done due to results obtained from staff satisfaction surveys.
 Assessment of student satisfaction survey.

Staff development at EUC is carried out in different forms and methods such as:
 Attending important seminars and courses to enhance the staff knowledge and
experience.
 Participating in mandatory trainings to comply with regulation.
 Attending staff meetings and internal trainings.
 Attending available professional staff development training programs conducted by the
DHCA (Dubai Healthcare Authority) and the Dubai Health Authority (DHA)
 Participate in a community service or activities that interest them which are either initiated
by EUC or other community agencies or groups.

None
Appendix 1: Faculty & Staff Development for Funding Request Form (FPS05FP01‐PR1‐FR1)

Approval:

Review Log:

Version 1 Dean / 01 September Initial
Version 2 CEO /Date

POLICY #: FPS05GPO1
CAA Standard:
Responsible:
5.g Faculty Workload Policy Human Resources
Cross Reference: PPM, Faculty
Manual
Purpose:
This policy serves as a guide to program directors, Chief Executive Officer and faculty members
when it comes to assigning workload to faculty at European University College (EUC). This policy
contributes to the College's efforts to equitably allocate faculty responsibilities over time.

Applicability:
This policy applies to regular faculty members, instructors and part‐time faculty with the
exception of visiting professors of EUC.

All faculty activities that contribute to the achievement of departmental duties and obligations
are referred to as faculty workload. This may include research activities, educational activities,
community and public service. As a result, "Faculty Workload" can be thought of at the
individual or organizational levels.

Policy:
 European University College (EUC) employs a sufficient number of faculty members to
effectively deliver the programs it offers, both credit and non‐credit, in line with its
mission and international standards.
 EUC has a clear and accessible faculty workload policy appropriate to the nature and
mission of the institution, which is consistently and transparently applied.
 Workload assignments are equitable and reasonable and include the entire range of a
faculty member’s responsibilities, such as instruction, advising, and committee work, and
thesis supervision, guidance of student organizations, research, service, and curriculum
development.
 Assignments take into account the number of course preparations, level of courses
taught, student enrolments, subject matter, support from clerical and other staff or
teaching assistants, and administrative responsibilities.
 EUC is committed to provide faculty with equitable workload. EUC believes that a faculty
member's teaching overload can jeopardize the quality of his or her instruction and
interfere with his or her other responsibilities as a teacher. Faculty overloads should only
be used as a last resort under unforeseeable exceptional situations.

EUC adheres to the following maxima with regard to faculty teaching assignments:
 15 credit hours, or equivalent, per semester for non‐terminal degree holders teaching in
undergraduate certificate, diploma, associate degree and baccalaureate programs
 12 credit hours, or equivalent, per semester for faculty members with terminal degrees
teaching in baccalaureate programs;
 9 credit hours, or equivalent, per semester for faculty only teaching in graduate
programs, or pro‐rata for faculty teaching a mix of baccalaureate and graduate courses;
 6 credit hours, or equivalent, per semester for part‐time faculty;
 6 credit hours, or equivalent, in a summer term.

Workload assignments provide for a minimum release time as follows:
 three credit hours per semester for program coordinators and department chairs;
 six credit hours per semester for deans;
 0.3 credit hours per semester for primary supervision of a research thesis;
 Graduation project supervision in 0.0 credit hours
 Student advising as part of normal teaching load is 0.0 credit hours
 Appropriate release time for other major administrative assignments.

Approval:

Review Log:



PROCEDURE #: FPS05GPO1‐PR1
CAA Standard:
Responsible:
Human Resources
5.g Faculty Workload Procedure
Cross Reference: PPM, Faculty Manual

Purpose:
To establish a dynamic system that will allow each academic program to adapt faculty workloads
to meet their academic objectives by distributing workloads among faculty members in a fair
and equitable manner.

Applicability:
This procedure applies to regular faculty members, instructors and part‐time faculty with the
exception of visiting professors of EUC.

Procedure:
1. Teaching during summer term is calculated within the above limits and cannot be mandated
for faculty.

2. In exceptional circumstances where teaching assignments in excess of the above
requirements (overloads) are inevitable, the overload is limited to one three‐credit course per
faculty member per year, and faculty must be compensated.
3. EUC recognizes that classroom, laboratory, clinical and other forms of pedagogy must be
differently accounted for in faculty workload calculations. For example, the instructor of record
is given the following credit hours:
 Classroom equals one hour of work load credit for every 1 contact hour
 Laboratory equals one hour of work load credit for every 2 contact hours
 Clinical equals one hour of work load credit for every 2‐to‐3 contact hours

4. Work load calculations for e‐learning pertain to classroom only and the credit hour‐to‐contact
hour ratio is the same, i.e., one hour of work load credit for every one contact hour.
5. Adjustments for time spent in developing and delivering e‐Learning course or program
materials do not apply as former teaching content has translated easily into e‐learning content.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: FPS05HPO1
CAA Standard:
(5h)
5.h Professional Requirements for Teaching Responsible:
Human Resources
Policy Cross Reference: Faculty Manual;
PPM

Purpose:
To comply with the requirements on Faculty Qualifications for teaching as stipulated in CAA
Standard 2019.

Applicability:

This policy applies to all European University College (EUC) faculty.

None

Policy:
European University College (EUC) ensures the qualifications or credentials of all faculty
members, both full‐time and part‐time, are appropriate to the level of their assignments, and
meet the minimum qualifications required for each level.

EUC only appoints faculty members with master's degree and/or PhD (or equivalent) obtained
from higher education institutions recognized internationally. The faculty member's degree or
field of specialization must be associated with the course and level that they teach.

EUC is committed to employ a sufficient number of faculties to ensure that the core program
areas and all specialization courses are taught by faculty with qualifications in the field;
EUC ensures that faculty members are competent in the language of instruction in the programs
to which they are assigned; and that there is diversity of cultural and educational backgrounds,
and of gender, within its faculty, staff and administration.

EUC ensures faculty shows a strong record of active engagement in research and scholarship,
including publications and has significant professional experience in the practice of dentistry.
EUC ensures qualifications of all faculties are documented through official transcripts,
certificates, and certificates of equivalency from the UAE MoE. Faculty files are maintained to
include passport and visa information (for non‐UAE nationals), credentials, and up‐to‐date
curriculum vitae in a consistent organizational format

Approval:

Review Log:



PROCEDURE #: FPS05HPO1‐PR1
CAA Standard:

5.h Professional Requirements for Teaching Responsible:
Human Resources
Procedure

Purpose:
To detail or list the professional requirements for teaching faculty.

Applicability:
This procedure applies to the professional requirements of teaching faculty.

Procedure:
The following are documentation of qualifications plus those required by the HR
department must be included in the faculty file.
 Authenticated Official transcripts
 Passport and visa page (for non‐UAE nationals),
 Credentials,
 An up‐to‐date curriculum vitae in a consistent organizational format;
 Faculty Degree and Experience Requirements at EUC

Faculty Qualifications:
1. Faculty teaching developmental or remedial courses have a minimum of a baccalaureate
or dental doctorate degree in a discipline related to the subject taught, and either
teaching experience in that subject, or graduate level training in remedial or
developmental education.
2. Faculty teaching credit courses in certificate, diploma, or associate degree programs not
offered in conjunction with a baccalaureate degree program, have a minimum of a
master’s degree with a major in the discipline taught and one of the following:
 five years of teaching experience in the discipline;
 a combination of five years of experience in teaching or other employment
related to the field;
 the equivalent of eighteen semester credits of graduate study in the field beyond
the master’s degree;
 an internationally recognized professional credential (such as certification as a
public accountant).
3. At least one faculty member teaching in a certificate, diploma, or associate degree
program not offered in conjunction with a baccalaureate degree program, holds a
terminal degree in a relevant discipline.
4. Faculty teaching general education courses included as part of a baccalaureate degree
curriculum have a minimum of a Master’s degree with a major in the discipline taught,
and one of the following:
 five years of teaching experience in the discipline;
 a combination of five years of experience in teaching and other employment
related to the field;
 the equivalent of eighteen semester credits of graduate study in the field beyond
the Master’s degree;
 an internationally recognized professional credential (such as certification as a
public accountant);
5. Faculty teaching courses in baccalaureate degree programs; in certificate, diploma or
associate degree programs offered in conjunction with a baccalaureate degree; or in
higher diploma programs requiring three years or more of study beyond secondary
school have a terminal degree in the teaching discipline, usually a doctorate or, where
appropriate, a terminal master’s degree.
6. Faculty teaching courses in graduate degree programs have a terminal degree in the
teaching discipline, and either a strong record of research and scholarly activity or
significant professional experience as a practitioner in an applied discipline.
7. Faculty supervising theses in graduate degree programs have a terminal degree in the
discipline in which the research is conducted, and a strong record of research and
scholarly activity. Principal supervisors have appropriate prior supervisory experience.
8. Exceptions to the requirement for a terminal degree, which must be justified and
documented by the institution, are:
 limited to faculty members in applied fields who have a minimum of either:
 a master’s degree in the teaching field or a doctorate in a related field, and
 who also have extensive senior level experience in the applied field (such as
corporate management or accounting);
 experience in the applied field coupled with internationally recognized
professional association certification (such as medical board certificate or
Certified Public Accountant);
 fully justifiable in terms of education, training, and professional experience;
 restricted to no more than 20% of all faculty in the institution;
 are reported to the Commission as exceptions for approval prior to the start of
the semester in which the faculty member will teach.
9. Reports to the Commission must include the name of the faculty member for whom the
exception is requested, the highest degree earned and the conferring institution, the
area of specialization, the justification for the exception, and a listing of the courses
assigned.

Adjunct Clinical Faculty
Adjunct clinical faculty are often appointed to supplement the full‐time teaching faculty. Adjunct
clinical faculty are normally qualified health professionals of appropriate distinction, whose
primary employment is external to the academic institution.
Responsibilities of Adjunct Clinical Faculty
1. Teaching and training of students and interns at the institution and in its affiliated
hospitals and health facilities.
2. Consulting or engaging in academic activities that enhance scholarship and
professionalism within the institution.
3. Supporting the mission, goals, policies and activities of the institution.
4. Adjunct clinical tutors and clinical lecturers are expected to help in demonstrations and
to provide assistance to clinical faculty in their teaching, training, and academic activities.

Ranks and Qualifications
The criteria for the appointment of adjunct clinical faculty are based on professional
qualifications, academic and educational experience, and clinical experience.
1. Adjunct Clinical Tutor
Qualification: Bachelor’s degree in the health profession in which the faculty member is
teaching.
Clinical experience: at least three years post‐internship experience in the concerned health
profession.
2. Adjunct Clinical Lecturer
Qualification:
a. Bachelor’s degree in the health profession in which the faculty member is teaching;
b. postgraduate degree (Master’s or equivalent professional degree recognized by the
institution, Ministry of Health, and Ministry of Higher Education and Scientific Research) in
a relevant specialty.
Clinical experience:
a. at least five years clinical experience;
b. at least three years holding a specialist position or equivalent.

3. Adjunct Clinical Assistant Professor
Qualification:
a. highest professional postgraduate degree and professional recognition from professional
medical bodies such as the Royal Colleges of the UK, Ireland, Canada, Australia, and New
Zealand (e.g., MRCP, FRCS, MRC Psych, FFARCS, MRCOG, FRCR), or
b. terminal dental degree and certification by a US dental board; or
c. terminal dental degree and certification by the Arab Board of dental Specialization; or
d. other terminal qualifications recognized by the institution as equivalent to the PhD in
Basic Sciences, which allow the holder to be appointed as a Consultant in the Ministry of
Health or other recognized health care organizations.

Academic and educational experience:
a. Previous experience in teaching either undergraduate or postgraduate level courses in
Medical/ Dental/ Health Sciences.
a. at least three years of clinical experience obtained after receipt of the highest
professional degree;
b. Holder of a Consultant position, or equivalent.

4. Adjunct Clinical Associate Professor
Qualification: as for Adjunct Clinical Assistant Professor.

a. 5 years’ experience in teaching undergraduate or postgraduate courses in Medical/
Dental/ Health Sciences;
b. contributions to research, evidenced by publishing at least five scientific papers in peer
reviewed journals (first author in at least three papers);
c. Significant evidence of scholarship at national level.

a. at least ten years of clinical experience obtained after receipt of the highest professional
degree;
b. at least five years as holder of a consultant position;
c. Excellent clinical reputation at a national level.

5. Adjunct Clinical Professor
Qualification: same as for Adjunct Clinical Assistant Professor.

a. at least ten years of experience in teaching undergraduate or postgraduate courses in
Medical/ Dental/ Health Sciences;
b. contributions to research, evidenced by publishing at least eight scientific papers in peer
reviewed journals (first author in at least five papers);
c. Significant evidence of scholarship at national/international levels.

a. at least fifteen years of clinical experience obtained after receipt of the highest
professional degree;
b. at least ten years as holder of a consultant position;
c. Excellent clinical reputation at a national, regional and international level.

Graduate Faculty
Qualifications:
a. Has master's degree and/or PhD (or equivalent) obtained from higher education
institutions recognized internationally. The faculty member's degree must be in a field
related to the subject and level in which they teach.
b. Shows a strong record of active engagement in research and scholarship, including
publications and has significant professional experience in the practice of dentistry.

Research Supervisors
Qualifications:
a. principal supervisors of student research theses are full‐time faculty who are research‐
active in their field, and have prior supervisory experience at graduate level;

None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: FPS05IPO1
CAA Standard:
(5i)
5.i Faculty/ Staff Evaluation Policy Responsible:
Human Resources
Staff Manual; PPM

Purpose:
This policy provides guidelines for evaluating faculty and staff members of European University
College (EUC) to provide as a basis for promotion.

Applicability:
This policy applies to EUC faculty and staff evaluations.

None

Policy:
EUC ensures that University staff performance is regularly monitored and assessed. Job
descriptions of each staff member are both maintained by the HR department and unit
managers.

To ensure EUC mission and goals are attained, faculty participates in the annual evaluations of
the performance of all full‐time, part‐time, and visiting faculty members, and professional staff
members using a variety of measures. This includes two components as follows:

1. Quality of teaching, scholarly activities and research
2. Involvement in community or public service as well as administrative service;

The achieved Performance level is rated from “Exceeded expectation” to “Did not meet
expectations.”

The criteria, methods, and procedures for faculty and professional staff evaluation are equitable
and disseminated to all faculty and professional staff members.
Feedback on evaluations is given to staff and is discussed by both parties and are used to inform
staff development as appropriate.

Approval:
Approved by: Board of Trustees | Signature: _________________ Date: ___________________

Review Log:


PROCEDURE #: FPS05IPO1‐PR1
CAA Standard:
Responsible:
5.i Faculty/Staff Evaluation Process Human Resources
Cross Reference: Faculty Manual, Staff
Manual; PPM

Purpose:
To detail the process of European University College (EUC) faculty and staff evaluations

Applicability:
This procedure applies all EUC Faculty and Staff performance evaluations

Procedure:
Intent of Evaluation:
 to obtain information on the performance of the staff
 to enhance and encourage staff to improved their performance at work.
 to clarify what is required of a staff member
 to recognize and incentivize exceptional performance
 to identify gaps and possibilities for a staff to evolve
 to recognize areas where a staff needs to improve, and provide staff training.

At the following time frames, faculty assessments are conducted:
 end of probation period
 promotion to a higher rank
 during contract renewal
 annual performance review

Faculty Evaluation and Performance
Head of Department (HOD) and HR Department generally conduct the appraisal.
Faculty members will be evaluated through the following:
 student faculty evaluation
 faculty self‐evaluation
 Academic faculty evaluation/observations by HOD.
Comprehensive faculty evaluation is based upon their established and prospective contribution
to the students. The criteria for a comprehensive evaluation are as follows:
 standard of teaching
 course and faculty evaluation by student
 academic evaluation by the Program Coordinator
 patient satisfaction feedback
 research publications
 continuous professional development
 level of participation to university activities
 community and public service
 taking part in participation in assessment activities
 performance of administrative work
Part‐time and Visiting Faculty
 Considering their temporary nature of work, these faculties are evaluated by the HOD in
each semester they are employed. HOD will assess their teaching performance in order
to have a basis for further employment decisions.
 The appraisal focuses on classroom performance and other characteristics that are
aligned with their specified job duties.
 Outcomes of evaluations are documented and are reviewed together with the
concerned faculty. These documents are stored in the faculty personnel file

Performance Categories
The following are the levels of performance for evaluating all staff members are:
 exceeds expectations
 meet expectations
 partially meets expectations
 did not meet expectations.

Faculty Evaluation Procedure
 The faculty provides the Head of department (HOD) with any document to validate
activities that the faculty considers as creditable and worthy to support his/her good
performance.
 Faculty member conducts a self‐assessment of his achievements.
 The HOD will scrutinize all documents and other information gathered. It may include
qualitative and quantitative data.
 The HOD will sum up all data to reach a level of performance score
 The HOD discusses the results with the faculty.
 The results of the performance review will be sent to the Chief Executive Officer for
further review.
 The Chief Executive Officer assesses all faculty performance and offers merit ratings
ranging from 1 to 5, with 5 being the highest.
 Full‐time teachers who will continue to serve in the upcoming fiscal year are eligible for
the merit ranking.
 Department heads are assessed on a number of factors, including administrative
performance, teaching, community service, team work. Department leaders must be
knowledgeable of the elements of assessment and job performance expectations.

Appointment renewal, promotion, and tenure decisions take into account overall job
performance outcomes. A letter of warning is sent to those who have weak evaluation reports.
A termination letter will be given to those who receive two consecutive weak reports. Evaluation
reports are kept safely in a “confidential” evaluation report file in HR department.

Staff Evaluation and Performance
College staff is evaluated by their Unit Managers and HR Department.
Professional staff will be evaluated through the following:
 manager/supervisor appraisal
 involvement in college activities
 staff performance evaluation

Staff evaluations or appraisals will be requested in the following circumstances:
1. before the completion of the probationary period
2. annually
3. Prior to the end of current employment term, in consideration for re‐contracting.
4. any occasion indicated by exceptional favourable or adverse performance
5. Employees having below‐average evaluated performance must undergo a re‐appraisal
after six months.

Procedure for Staff Evaluations
1. The HR Department will send to Department Heads/Supervisors a Performance
Appraisal Forms not later than 30 days prior to the above‐mentioned conditions in no.
1.
2. The evaluating personnel will be responsible for completion of performance appraisals
on or before due date.
3. The performance appraisals will be conducted by the employee’s immediate
supervisor.
4. All appraisals must be reviewed and approved by the immediate supervisor prior to
discussion with the concerned employee.
5. Employees' appraisal must be discussed with the respective employee in private by his
/ her immediate supervisor.
6. All employees are encouraged to write their personal comments on the appraisal form.
7. All employees will be asked to sign the appraisal form to ensure that their appraisal has
been discussed by the evaluator and that approval of the evaluation is given.
8. Employees’ signature does not necessarily mean he / she agrees with his/her appraisal,
but confirms that the content of it has been reviewed and discussed with him/her.
9. Any revision or alteration made in the performance appraisal should be initialled and
be known to both employee and Head of Department
10. All performance appraisals shall be treated as “confidential” documents.
11. Employees may request a copy of their completed appraisal forms which serves as their
reference if necessary.
12. Each completed appraisal form will be kept in the employee’s Personnel Master File.
13. Performance appraisal will be forwarded to HR department for proper action and
processing.

Responsibilities of the immediate supervisor:
 Staffs' immediate supervisor must provide a fair and honest assessment of the
employee’s performance and capabilities.
 The immediate supervisor holds an obligation to provide constructive counselling to the
employee on a continuous process.
 The immediate supervisor must also ensure that the evaluation is based on attitude,
performance and consistency in job standards and requirements previously provided to
the employee.

Faculty & Staff Evaluation Reports
Written report of evaluation is placed in his/her file.
Performance evaluations are used for improving the performance of the employee and as a basis
for promotions and renewal of contracts.
The HOD sets a report of evaluation of his faculty or employee.
The evaluation report is fully discussed with the faculty or staff as follows:
 areas of strengths and weaknesses are discussed;
 plans for faculty or staff development and improvements are identified;
 Mutual agreement and trust are embodied to promote employee engagement.

Faculty and staff may appeal to the HR Manager if they believe the evaluation was performed
unjustly or incorrectly. A faculty or a staff who is not satisfied with the outcomes of the
assessment may lodge an appeal within 10 days of receipt of the evaluation report.

Awarding merit pay increases
 The performance level rating is not affected by merit ranking category percentages and is
independent of them.
 Merit pay increments are set annually based on performance evaluations.
 Merit pay raises are only awarded to employees who receive "Meet expectations" or
higher performance evaluations. A merit increase cannot be more than 15% of an
employee's total income.

None

None

Approval:

Review Log:

Version 1 Dean / 15 April 2009 Initial
Version 2 CEO /Date


POLICY #: FPS05JPO1
CAA Standard:
Responsible:
5.j Nepotism / Employment of Relatives Human Resources
Policy Staff Manual; PPM

Purpose:
It is the policy of European University College (EUC) to avoid unethical conduct, the appearance
of or possibility for nepotism, improprieties, and conflicts of commitment, all of which are
frequently connected with nepotism.

Applicability:
This applies to all employees of EUC.

Nepotism is when a college employee supervises or influences another College staff member
who is a family member. Employment, advancement, control, evaluation, remuneration
determination, and workplace conditions are all examples of issues that can be impacted in the
workplace.

An intimate or romantic relationship is referred to as a personal relationship.

Policy:
European University College (EUC) assures that personal and familial relationships between
employees do not lead to conflicts of interest, bias, undue influence, or a bad work environment.

EUC ensures that our employment and academic decisions are fair, merit‐based and made with
integrity.

Approval:

Review Log:

PROCEDURE #: FPS05JPO1‐PR1
CAA Standard:
Responsible:
5.j Nepotism / Employment of Relatives Human Resources
Procedure Staff Manual; PPM

Purpose:
To provide guidance in determining employment positions where nepotism may occur at

Applicability:
This applies to all employees of EUC.

Procedure:
Guiding Principles
1. Situations of nepotism in the workplace are forbidden.
2. Employees should not be appointed or transferred to a position that could lead to nepotism
unless a management plan has been authorized to avoid instances of oversight or influence.
According to the processes outlined below, probable nepotism issues must be disclosed
before appointment or transfer.
3. Nepotism issues that occur in existing employee situations as a result of changes in
connection should be reported immediately and an approved management plan must be
acquired to solve this issue.
4. Unless a management plan approved by the QA Unit is already in place, existing cases of
nepotism must be reported and addressed.
5. Board of Trustees members must refrain from endorsing a family member for employment
at EUC.
6. Any manager who is tasked to accept an appointment of a staff but has reasonable grounds
for believing that a familial or personal relationship exists as defined in this policy or may
arise in the probable job condition, the evidence is to be reported to the Chief Executive
Officer so that a judgement can be made before the appointment.
7. Employees and/or supervisors shall immediately notify the Chief Executive Officer if
nepotism arises during their current employment. Nepotism that is currently occurring must
be notified as soon as possible.
8. Confession of cases of nepotism is essential in order to implement a management plan that
has been approved. Managers, supervisors, and employees who wilfully ignore the policy are
handled in compliance with relevant college policies and procedures, including disciplinary
measures or dismissal from the College.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: FPS05KPO1
CAA Standard:
(5k)
Responsible:
5.k Faculty/ Staff Discipline Policy Human Resources
Staff Manual; PPM

Purpose:
This policy provides guidance on standards of conduct, regulations, and operational procedures,
including progressive discipline for violations at European University College (EUC).

Applicability:
This policy applies to all employees of European University College (EUC).

None

Policy:
EUC ensures that all employees abide by the College Code of Conduct and any breaches to the
Code are appropriately dealt with.

While EUC advocates a collaborative approach to workplace issues, it also recognizes that
misconduct may need disciplinary action. To deal with potential wrongdoing, the College usually
employs gradual discipline. Progressive discipline is meant to be remedial rather than punitive.
Its purpose is to alert faculty and staff to inadequacies and provide them the opportunity to
improve with coaching, mentoring, feedback and guidance to improve. However, specific policy
and procedure infractions, as well as persistently misbehaviour, may warrant suspension without
pay or dismissal in accordance with Faculty and Staff standards and UAE employment law.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date: ______________

Review Log:
Version 1 Dean / 01 July 2015 Initial


PROCEDURE #: FPS05KPO1‐PR1
CAA Standard:
Responsible:
Human Resources
5.k Faculty/ Staff Discipline Procedure
Manual; PPM
Purpose:
This procedure defines the process for Faculty and Staff Discipline at European University College
(EUC).

Applicability:
This procedure applies to all employees of European University College (EUC).

Procedure:
EUC Code of Conduct
Faculty and staff are required to undertake all tasks given to them, follow all University rules and
regulations, and maintain good interpersonal relationships with colleagues, students, and the
community both inside and beyond the College. The core values of UAE society must be upheld
at all times. Faculty and staff must avoid any activity that can tarnish the reputation of EUC, or its
employees. A faculty or staff caught in violation of this code of conduct will incur disciplinary
measures mentioned below.

Employees General Duties & Responsibilities
All EUC faculty and staff are required to:
 Carry out their responsibilities in accordance with EUC laws and employment contract.
 Behave in a professional manner in all situations. Treat others with respect and refrain
from verbal or physical abuse of co‐workers, students.
 Be committed to the College.
 Ensure that the EUC's asset is well‐maintained and make every attempt to keep it in good
working order.
 Report any delinquent behaviour that could bring the EUC into disrepute to the
administration.
 Contribute helpful ideas on how to improve the College's quality.

Faculty and staff are not permitted to:
 Divulge any confidential information.
 Morally reprehensible actions that could jeopardize EUC's reputation.
 Taking advantage of his position to benefit himself.
 Participating in any political actions that are illegal in the UAE.
 Accepting part‐time work outside the EUC premises without the permission of the Chief
Executive Officer.

Disciplinary Procedures
When a violation is reported, the Chief Executive Officer will appoint a faculty or staff member
or the Director of Student Services to investigate the case and question the faculty or staff
member accused of the offense. The result of the investigation will be detailed in a report
containing a definite recommendation to the Chief Executive Officer, who may then pursue any
of the following actions:

Employees (faculty and staff) of EUC may face the following penalties, imposed by the Chief
Executive Officer, if they infringe the rules observed at EUC:
1. verbal warning
2. written warning
3. salary deduction
4. suspension of annual salary increments for one year
5. termination of contract

Procedure:
1. The suspected offense or misconduct is reported to the Chief Executive Officer in writing by
the Chief Executive Officer's appointee or Director of Student Services. The report contains
information about which policies or procedures may have been breached together with
supporting documents.
2. The Chief Executive Officer may seek advice from the College's Legal Advisor, who confirms
all facts surrounding the claimed infraction or wrongdoing.
3. The Chief Executive Officer informs the faculty or staff of the suspected violation or
misbehaviour in writing, explicitly explaining which policies or procedures may have been
violated and providing supporting evidence.
4. Prior to the judgment of guilt, the faculty or staff member is given the opportunity to answer
to the accusations both orally and in writing, as well as provide any evidence.
5. Faculty or staff must respond to the Chief Executive Officer within 15 days.
6. Before deciding whether a sanction is needed, the Chief Executive Officer considers the
faculty or staff member's answer (if any), their historical performance and employment
record and other supplementary information.
7. Before any penalty takes effect, the faculty or staff member is given 15 working days to
respond to the Chief Executive Officer, both orally and in writing. Any plan to appeal the
recommended penalty to the Grievance Committee should be stated in the response.

A written notice will be sent to the concerned faculty or staff member after the Chief Executive
Officer has reached a final decision. All records in this regard are kept confidential. A copy of the
detail investigative report and final decision will be kept in the faculty or staff personnel file.

None

None

Approval:

Review Log:
Version 1 Dean / 01 July 2015 Initial
Version 2 CEO /Date


POLICY #: FPS05LPO1
CAA Standard:
(5l)
5.l Faculty and Professional Staff Appeals Responsible:
Human Resources
Policy Cross Reference: Faculty Manual,
Staff Manual; PPM

Purpose:
This policy is intended to give the Chief Executive Officer a chance to reconsider his decision and
to give faculty and staff a method to appeal the decision to higher levels of management at

Applicability:
This applies to all employees of European University College (EUC).

None

Policy:
EUC ensures that every College decision on promotion, disciplinary infraction, complaint, or
other decision can be appealed by a faculty or staff member.

EUC ensures that all faculty and staff appeals are handled in a professional way, fair,
transparent, and timely.

Approval:

Review Log:


PROCEDURE #: FPS05LPO1‐PR1
CAA Standard:

Responsible:
5.l Faculty and Professional Staff Appeals Human Resources

Purpose:
This procedure provides guidance on faculty and staff appeals at European University College
(EUC).

Applicability:
This procedure applies to all faculty and staff appeals at EUC.

Procedure:
Guideline
1. Problem Resolution
If the faculty or staff objects with a judgment, they are urged to work out a solution. Within a
week of the activity that caused the conflict, the dialogue should begin. The person who filed
the complaint is expected to think about the employee's point of view and try to fix the
problem informally while adhering to college standards. Compliance with current
policy/practice and options for resolution may be sought from the Human Resources
Manager.

2. Appeal Process
 If the dispute cannot be handled informally, or if the faculty wishes to appeal without
first discussing the issue, the appeal procedure can be started.
 To file an appeal, the faculty must notify the Chief Executive Officer in writing.
 A faculty member may appeal the recommended disciplinary sanctions to the Chief
Executive Officer.
 The faculty member files a grievance with the Chief Executive Officer, who then forwards
it to the Grievance Committee. The Committee may propose acceptance, modification,
or rejection of the findings or sanctions after considering the case and meeting with the
faculty member within 15 working days after receiving the appeal.
 The Committee submits its suggestion to the Chief Executive Officer, who considers it
before making a final decision.
 Faculty will receive a notification of the final decision made by the Chief Executive Officer
within 15 working days.
 The decision made after the appeal is considered final.
 The appeals form and report of the final decision is kept in the faculty personnel file.

*The same procedures apply to staff appeals.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: FPS05MPO1
CAA Standard:
(5m)
5.m Faculty and Professional Staff Grievance Responsible:
Human Resources
Policy Cross Reference: Faculty
Manual, Staff Manual; PPM

Purpose:
This policy provides guidance on faculty and staff grievances at European University College
(EUC).

Applicability:
This applies to all faculty and staff of EUC.

None

Policy:

European University College (EUC) has a fair internal mechanism for resolving employment‐
related conflicts between faculty or professional staff and administrators. The processes outlined
in this Policy should only be employed when informal resolution is not possible.
Before filing a formal grievance, a faculty or professional staff member should seek an informal
resolution at the unit, department, or College level. Dialogues for informal dispute resolution,
including mediation, will be offered. The processes outlined in this Policy are not meant to be
used to undermine the legitimacy of unit or college regulations.

Approval:

Review Log:



PROCEDURE #: GM01FPO1‐PR1
CAA Standard:
Responsible:
Quality Assurance
5.m Faculty and Professional Staff Grievance

Purpose:
This procedure provides guidance on faculty and staff grievance at European University College
(EUC).

Applicability:
This procedure applies to all EUC faculty and staff grievance.

Procedure:
Following the processes outlined by the Chief Executive Officer's office, a faculty member may
register a written complaint with the Chief Executive Officer. The act of filing a complaint or
reporting a complaint has no bearing on the individual's status as a faculty member, nor does it
have any bearing on future employment, income, or work assignment.
1. The grievant may make a complaint if he or she believes that:
 There has been a breach, a distortion, an unfair or biased implementation of
a university policy or practice that infringes on that faculty member's rights,
obligations, or terms and conditions of employment when applied individually to that
faculty member.
 Discrimination against faculty members based on sex, sexuality, ethnicity, creed,
nationality, age, or physical impairment has occurred.
 Violations of academic freedom occurred.
2. Grievances can be resolved by mediation and grievance hearing. Mediation is an informal
process in which a neutral ombudsman brings together the faculty and other individuals
while a grievance hearing is a formal process overseen by one of three faculty grievance
committees in a grievance hearing.
3. A faculty member can take either the mediation and grievance‐hearing route, or the
grievance‐hearing route alone.
4. When it comes to settling grievances, the Chief Executive Officer is the best place to start.
5. If a faculty member decides to go through the hearing process, they have to apply formally
to the Chief Executive Officer. The Chief Executive Officer assembles a hearing committee
comprising the Program Coordinator and another faculty member. The Hearing Committee
invites the faculty, and other personnel as required, and forwards its decision to the Chief
Executive Officer within 30 days of the date when the faculty request was submitted. The
Chief Executive Officer reviews the case and communicates his/her decision, which is final,
to the faculty member.

*The same procedures shall apply to staff grievances.

None

None

Approval:
Approved by: CEO/Designee | Signature: _________________| Date: ________________

Review Log:

Version 2 CEO /Date


POLICY #: FPS05NPO1
CAA Standard:
CAA 2019 Standard: Annex 3 (5n)
Responsible:
5.n Graduate Assistants Assurance
Cross Reference: None

EUC does not employ Graduate Assistants.


POLICY #: FPS03OFPO1
CAA Standard:
Responsible:
5.o Credit Hour Translation Policy Chief Executive Officer/Quality
Assurance

Purpose:
To be in compliance with Stipulation 5.7 in the CAA 2019 Standards (previously known as
Stipulation 8)

To translate credit hours into actual student contact hours as stated in the Faculty Workload
Policy.

Applicability:
This policy applies to all delivery courses and formats, as outlined below:

A contact hour is a unit of measurement that denotes an hour of scheduled or actual face‐to‐
face training for students.

A credit hour is a unit of measurement used to determine how much credit a student obtains for
attending a class that corresponds to the number of hours per week spent in that class. A
semester credit hour is generally awarded after successful completion of one 50‐minute session
(student contact hour) of formal classroom teaching per week for a semester of not less than
fifteen weeks, either online or in a conventional face‐to‐face environment.

Policy:
At European University College, fall and spring semesters are at least 15‐weeks duration, and
there are three types of courses: classroom, laboratory and clinical. The translation of credit
hour to student contact hours differs as per course‐type.
1 credit hour classroom (THROR) course = contact hour of 1 per week (≥ 15 per semester)
1 credit hour laboratory (LABOR) course = contact hours of 2 per week (≥ 30 per semester)
1 credit hour clinical (CLINOR) course = contact hours of 2 to 3 per week (30 to 45 per
semester)
For example, a 2‐credit hour classroom (THROR) course meets two 50‐minute sessions per week
for at least fifteen weeks for a total of 30 contact hours per semester. Another example is a 6‐
credit hour clinical (CLINOR) meets six 50‐minute sessions per week (5‐hours per week) for at
least 15 weeks for a total 75 student contact hours for each credit hour. For CLINOR courses,
each credit hour represents from 2 to 3 student contact hours. Hence, total semester hours of
student contact are 75 multiplied by 2 or 3 equals 150 to 225 student contact hours.
Classroom Courses: A classroom course is a theoretical (THROR) course typically evidence‐based
with professional journal literature serving as assigned reading. A few of the initial course
offerings use textbooks or syllabi as assigned reading. Evaluation typically involves quizzes,
midterm and/or final examinations.

Laboratory Courses: Laboratory (LABOR) course instruction includes the hands‐on manipulation
of physical materials (such as wire bending exercises) or hands‐on application digital technology
(such as cephalometric analysis) and development of hand‐eye coordinated skills. In the
laboratory room, the students are following an identical set of instructions. Students conduct
exercise‐oriented activities that have common goals and outcomes. Evaluation is direct
assessment and typically workplace‐based assessments (WBAs).
Clinical Courses: A clinical course involves the clinical (CLINOR) treatment of patients and
includes diagnostic, treatment planning and hands‐on aspects of patient care. Evaluation is
direct assessment and typically workplace‐based assessments (WBAs).

Approval:

Review Log:


POLICY #: FPS05PPO1
CAA Standard:
CAA Standard 2019 Annex 3 (5p)
Responsible:
Human Resources
5.p Faculty Promotion Policy Cross Reference: PPM; Faculty
Manual

Purpose:
To provide a general guideline, expectations and deadlines to the promotion and tenure process
at European University College (EUC).

Applicability:
This applies to all faculty members of EUC

None

Policy:
The primary means through which EUC acknowledges and promotes the efforts of a faculty
member and accomplishments in the academe is through promotion.

A promotion is not a typical reward for excellent performance rather; it represents a conclusive
assessment of achievement and strong proficiency. As a result, working time in rank is not an
acceptable cause for advancement.

A committee of referees is appointed by the Program Director and approved by the Chief
Executive Officer, a faculty member for advancement to Associate Professor or above.

The process for promotion should acknowledge and consider the progress of the faculty member
in teaching, research/scholarly success, and participation in community service

Faculty will be informed of the particular criteria by which they will be considered for promotion
during their initial faculty appointment.

The people involved in the promotion process should have well‐defined duties and
responsibilities that are communicated to all parties involved.

A faculty is eligible for promotion where the duration of working time required for promotion to
the proposed rank is outlined below:
● Associate Professor – a minimum of five years of full‐time educational experience as an
Assistant Professor or in a position with comparable duties. A Doctorate degree or
proportionate in training or experience and the criteria for promotion should be
established.
● Professor – a minimum five years of full‐time educational experience as an Assistant
Professor or in a position with comparable responsibilities. International recognition
and/or reputation within the profession and/or discipline. Doctorate or comparable in
training or experience is required, and the criteria for promotion should be established.

The faculty applying for a promotion is responsible for submitting their portfolio to the Program
Director who reviews the file for its completion.
Promotion recommendations must be based on a detailed examination of a faculty member's
performance in many aspects of faculty life. The Program Director summarises these evaluations
in written format and files them in the faculty's employee file.

The contribution of each faculty member to EUC's declared goal and purpose will be recognized
and rewarded through promotion. All faculties are expected to be competent in the categories
listed, with exceptional accomplishment in two of the three categories, one of which should be
the research/scholarly achievement. The nature of the faculty job assignment should dictate the
scope of faculty achievement where the faculty has committed the most number of times.

Weighting factors for Faculty Promotion:
Teaching = 60%
Research/ scholarly achievement = 30%
Community service = 10%

There are approaches for appeal; the procedures on faculty appeals are made clear to each
faculty member.

Approval:

Review Log:

PROCEDURE #: FPS05PPO1‐PR1
CAA Standard:
Responsible:
Human Resources
5.p Faculty Promotion Procedure Cross Reference: PPM; Faculty Manual

Purpose:
This procedure details the promotion eligibility criteria and process for faculty promotion.

Applicability:
This procedure applies to all applications for faculty promotion.

Procedure:
Eligibility for Promotion

Prior to being considered for promotion, time in rank is required. The duration of working time
required for promotion to the proposed rank are outlined below. For expedited promotion, the
EUC Promotion Committee requires comprehensive explanation based on performance criteria.

Requirements for promotion to:
1. Associate Professor – a minimum of five years of full‐time educational experience as an
Assistant Professor or in a position with comparable duties. A Doctorate degree or
proportionate in training or experience and the criteria for promotion should be
established.
2. Professor – a minimum five years of full‐time educational experience as an Assistant
Professor or in a position with comparable responsibilities. International recognition
and/or reputation within the profession and/or discipline. Doctorate or comparable in
training or experience is required, and the criteria for promotion should be established.

Criteria for Promotion

Weighting factors for Faculty Promotion:
Teaching = 60%
Research/ scholarly achievement = 30%
Community service = 10%

1. Teaching Effectiveness: The three aspects listed below should be used to
document educational effectiveness:
a. Evidence of professional growth and development as an educator, such as
additional degrees earned from initial appointment; published papers that
demonstrate teaching effectiveness, such as course book, section in a
book, review papers, position papers, or editorials; and regional or
national board’s appointments.
b. Teaching load citations, such as the courses taught, amount of
involvement in the build out of a course, participations in the creation of
educational materials including the managing, assessment and review of
these materials; the number and level of students, fellows led, among
other things.
c. Teaching awards, student achievement on examinations or evaluations
conducted outside the College; establishment of teaching techniques that
have been accepted by other higher education institutions. The primary
focus will be on instructional efficacy as proven by the quality of
instruction. (Student learning will be tested against accepted competence‐
based criteria to support this.) Student and/or peer evaluations may be
used to illustrate this.)

2. Academic Achievement and Research: Proof of original research and scholarship that
contributed to major improvements in the field of practice and publications in refereed
journals, textbooks, or book chapters should be included in the documentation of
research/scholarly achievement. Any assessment of achievement should take into
account the authorship's seniority or the degree of participation/contribution. Written
assessments of external acknowledged experts in the field will be used to promote the
importance of quality scholarship and research.

3. Community Service and Engagement: Service should be documented in two
ways: public or community service, and service to the College.
a. Public or Community Services: Faculty of EUC are expected to participate in
various social, educational and instructional activities outside the doors of the
College. Participation in awareness campaigns, delivering lectures and seminars
and contributing to the well‐being of the community, is essential for faculty
promotion records.
b. Service to the College: Faculty members should be involved in the College
functions. Participation in college faculty governing bodies, as well as service to
academic committees, are examples of these opportunities.
Procedure:
● The faculty member applying for promotion is responsible for submitting their portfolio
to the Program Director who reviews the file for its completion.
● The Program Director provides their own assessment of the applicant teaching
performance and clinical/community services. For faculty promotion applications to
Associate Professor or above, a list of five external referees are provided by the
Program Director to evaluate research and scholarly activities.
● The Chief Executive Officer selects three referees out of those nominated by the
Program Director and forwards a copy of the faculty documents to each of them. These
referees are requested to respond to the Chief Executive Officer within three months.
● When the Chief Executive Officer gets the results of the evaluation from the three
external referees, he/she reviews recommendations with along with the Program
Director and arrives collectively at a decision. The decision is communicated to the
applicant by the Chief Executive Officer.

None

Appendix 1: Probationary Evaluation Form (FPS05BPO1‐PR1‐FR1)

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: FPS05QPO1
CAA Standard:
Responsible:
HR Department
5.q Staff Promotion Policy Cross Reference: PPM; Staff Manual
Purpose:
To ensure that staff promotions are used to facilitate the upward movement of employee’s
career development and progression.

Applicability:
This policy applies to all permanent staff of European University College (EUC). Faculty
promotion is not under the purview of this policy.

A promotion is the assignment of an employee to a job requiring increased responsibility, bigger
scope, skills, key competencies and complexity.

Policy:
EUC ensures that evidence of demonstrating competencies for higher level together with a good
performance track record is prerequisites for qualifying for a promotion. The employee is
required to clearly demonstrate his/her capability to perform/have potential for the new role
before a request for promotion can be put forward. The performance of individuals in terms of
achievement key performance indicator is one baseline as well as demonstrated characteristics
of leadership capabilities.
The procedures for promotion are intended to be fair and transparent. Therefore, will ensure
that staff being considered for promotion is not treated less favourably on the grounds of their
gender, age, disability, race, ethnicity, religion or belief, or by the nature of their contract.
Whilst decisions on promotion will be based on individual ability and performance against the
set criteria, EUC will take into consideration effects resulting from specific individual
circumstances, such as caring commitments; or part‐time or other flexible working
arrangements.

Approval:

Review Log:



PROCEDURE #: FPS05QPO1‐PR1
CAA Standard:
Responsible:
HR Department
5.q Staff Promotion Procedure
Cross Reference: PPM; Staff Manual

Purpose:
This procedure details the process of staff promotion ensuring that staff being considered for
promotion is not treated less favourably on the grounds of their gender, age, disability, race,
ethnicity, religion or belief, sexual orientation, trade union membership or by the nature of their
contract.

Applicability:
This process is applicable to all permanent employees of EUC.

Procedure:
I. Criteria for Staff Promotion:
 The employee recommended for promotion must be a consistently high performer in the
existing grade & title, and have clear HR records including a good disciplinary record.
 There is a business need for the position.
 There is a vacant position to be filled for this promotion.
 Promotions do not occur to recognize an employee’s
‐ Performance on a project done well.
‐ Pay at or near the maximum of the range.
‐ Length of service with EUC.
 Promotion Proposal should be aligned with performance appraisal.
II. Salary increase for the Promotion:
 Promotional salary increase is granted with an approved promotion. This is to
appropriately compensate the employee for the increased responsibility, bigger scope,
skills, key competencies and complexity of the new position.
 Salary increase would ideally vary between7% to 20% based on Compa‐ratio, unless post
promotion salary falls below the minimum range of the new grade. In such cases new
salary will be increased up to the minimum of the new grade range.
 Salary increase relates to the basic salary; in addition, allowance/benefits will be granted
as per the new grade
III. Procedure and Timing:
 The Initiator must recommend by completing the Promotion Justification Form.
Supporting Documents such as Appraisal form (Last 2 years) may also be attached as
additional inputs
 Promotion reviews will take place quarterly each year. Requests for promotions must be
initiated beginning of each quarter. Following which, the Panel review will be held in 2
weeks before the end of each quarter (i.e., Q1 2nd week of March, Q2 2nd week of June…)
 Any off cycle other than above promotions are treated as exceptions, and must be based
on a business case; and will first require prior approval from CEO before the promotion
process will be initiated.
IV. Promotion Process Flowchart

Note:
1. Promotion Cycle: Each Quarter of the Year.
2. Documents such as CV, Appraisal form, New & Old Job description maybe attached as
support documents.
 Initiator = Supervisor, Head of Department (HOD)
 Sponsor = HOD/ Department Director.
 Panel = Management Committee members and HR Manager
 CEO = Chief Executive Officer

None

Appendix 1: Justification Promotion Form

Promotion Justification Form

Present Job Title
Job Holder
Reporting to
Job & Person Grade JG: PG:
Department
Date of Joining
Date of Request
Previous Request/s Yes: No:
If yes, Details:

Summary of new position & competencies required:

Performance / Achievements in support for new position

Competencies: Strength & Area of Development for new position

Performance over last 2 years:

Comments by Employee (if any):

Initiator: Sponsor:
Overall Comments: Overall Comments:

Signature: Signature:

Date: Date:

Salary Details ‐ PM:
Panel
Present Proposed % Increase Recommendatio
n
Grade
Designation
Basic
Gross

Allowances
Others
Total

Panel Approvals:
1. Sponsor 2. HR Manager 3.CEO
Overall Comments:

Sponsor:
HR Manager:

Date: Date:

CEO

Date

Approval:

Review Log:
Version 1 Dean/ 01 September 2007 Initial
Version 2 CEO /Date


6. Students

POLICY #: ST06APO1
CAA Standard:
Responsible:
6.a Undergraduate Admissions Cross Reference:

European University College does not offer undergraduate courses


POLICY #: ST06BPO1
CAA Standard:
Responsible:
Student Affairs
6.b Graduate Admissions Policy Catalogue, EUC Website; PPM

Purpose:
This policy outlines details of the requirements surrounding the Graduate Admissions process at
the European University College.

Applicability:
This policy applies to all student recruitment and admissions to European University College

None

Policy:
EUC establishes entry conditions created to acknowledge students with a high degree of
motivation and ability and are seeking a graduate degree.

Admission criteria are in line with the relevant legislation as stated in the CAA Standard 2019.
Regardless of age, disability, nationality, gender, religion, sexual orientation and other personal
situations, EUC recruits’ applicants who have the qualification, potential, and motivation to do
well in his/her chosen field.

Each application is thoroughly evaluated, taking into account all information provided with the
application as well as the interview to determine the ability, enthusiasm, strength and weakness
of each applicant.

By assuring detailed and up‐to‐date information in the Catalogue and on the EUC website, EUC is
committed to deliver clear and straightforward information regarding qualifications, admission
requirements, process of application, and admission processes. Any changes to the information
previously provided due to situations beyond the control of the University, will be
communicated through the EUC website and/or by communicating directly to the affected
applicant.

EUC ensures that the number of students admitted to a graduate program requiring a
thesis/dissertation is appropriate to the number of faculty qualified and eligible to supervise
theses.
EUC according to its judgment‐
● increase its admittance standards above those set forth in the standard;
● request additional admissions requirements in a particular program.

Approval:

Review Log:


PROCEDURE #: ST06BPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3(6b)

Responsible:
Student Affairs
6.b Graduate Admissions Procedure
Cross Reference: Student Handbook, Catalogue,
EUC Website; PPM

Purpose:
To detail the specific requirements for graduate admission.

Applicability:
This procedure applies to all student application for graduate admission to EUC.

Procedure:
I. General admission requirements for Master’s level programs
1. Completion of a recognized baccalaureate degree in a discipline appropriate for the
Master’s degree. A Higher Diploma is not equivalent to a baccalaureate degree and does
not qualify an applicant for admission to Master’s programs.
2. A minimum cumulative grade point average of 3.00 on a 4.0 scale, or its established
equivalent, in the applicant’s baccalaureate degree program.
3. Official transcripts of all earned undergraduate credits;
4. For graduate programs taught in English, a minimum EmSAT score of 1400, TOEFL score of
550 (213 CBT, 79 iBT), 6.0 IELTS academic, or their equivalents on another MoE approved
and recognized national or international standardized test.
5. Students with an undergraduate education from an English‐medium institution may be
allowed into the graduate program without showing a TOEFL score of 550 or its equivalent.
This applies only to students who completed all their schooling K‐12 plus a Bachelor’s
degree in English and from an English‐speaking country like the UK, USA, Australia and New
Zealand.
II. Conditional admission requirements for Master’s level programs
1. A student with a recognized baccalaureate degree and a TOEFL score of 530 (197 CBT, 71
iBT) or its equivalent on another standardized test approved by the Commission may be
admitted conditionally to a Master’s program. Such a student must meet the following
requirements during the period of conditional admission or be subject to dismissal:
a. must achieve a TOEFL score of 550, or equivalent, by the end of the student’s first
semester of study;
b. may take a maximum of six credit hours in the first semester of study, not
including intensive English courses;
c. must achieve an overall grade point average of 3.00 on a 4.0 scale, or its
established equivalent, in the first six credit hours of credit‐bearing courses
studied for the Master’s program.
2. A student with a recognized baccalaureate degree from programs taught is Arabic, must
have a minimum EmSAT score of 950, TOEFL score of 450 (133 CBT, 45 iBT), 4.5 IELTS
academic, or their equivalents on another standardized national, or internationally,
recognized test that is approved by the MoE. Additionally, a minimum score of 1100 for
the Arabic language portion of EmSAT examination.
3. A student with a recognized baccalaureate degree with a cumulative grade point average
below 2.50 on a 4.0 scale, or its established equivalent, and who meets the English
language competency requirements for general admission stated in Part I above, may be
admitted conditionally to a Master’s program. Such a student must meet the following
requirements during the period of conditional admission or be subject to dismissal:
a. may must take a maximum of nine credit hours in the first semester of study;
b. must achieve an overall grade point average of 3.00 on a 4.0 scale, or its
established equivalent, in the first nine credit hours of credit‐bearing courses
studied for the Master’s program.
4. A Cumulative Grade Point Average (CGPA) of 3.0 (on a 4.0 point scale or its established
equivalent) in these nine credits of remedial courses in order to progress to the graduate
program or be subject to dismissal.
5. Probationary admittance may be granted to a student with a cumulative grade point
average (CGPA) >2.5 on a 4.0 scale may be accepted on a conditional basis. The student
must achieve a GPA of 3.0 during the first semester in order to continue the program.
6. A student with a recognized Bachelor’s degree and a minimum cumulative grade point
average (CGPA) of 2.0 on a 4.0 scale or its established equivalent to a maximum of nine
graduate‐level credit hours maybe admitted as remedial preparation for the graduate
program. These remedial courses are not for credit within the degree program. The
student must achieve a minimum CGPA of 3.0 on a 4.0 scale, or its established
equivalent, in these nine credits of remedial courses in order to progress to the graduate
program or be subject to dismissal.
7. Where relevant, require organizational publications to contain clear guidelines for
conditional admission, separately approved by the CAA, including time limits and the
requirements for moving from conditional to full admission;

III. Additional Requirement:
Dental Trainee ‐ Residency:
In order to be eligible for a License to Practice as a Trainee in Dubai Healthcare City
(DHCC), the applicant must meet the following requirements:
 The general prerequisites for healthcare professional licensing;
 The basic prerequisites for each profession are stated below.

Applicability Medical/Dental graduates
Professional Qualification Completed a Degree of a minimum of five (5)
continuous years of education, where at least four
(4) years are dedicated to a Medical or Dental formal
education and completed all the degree
requirements in doctor of medicine or doctor of
dental surgery.
Applicability Medical/Dental graduates
Completion of at least one (1) year of supervised
structured clinical training (internship) sponsored by
a medical or dental school post completion of the
undergraduate’s Medical/Dental education.
Clinical Work Experience Applicable if the applicant has been practicing prior
to applying for the trainee‐Residency license.
Professional License Applicable if the applicant has been licensed prior to
applying for the trainee‐ Residency license.
Certificate of Good Standing (CGS) Issued by a licensing or professional membership
body where the Applicant has a current license to
practice and was issued within the last six months.
DHCA Licensing Exam Not required
Police Clearance Required from country of current residence
Additional Acceptance letter from a DHCR approved program
highlighting name of trainee, program title and
program duration.
Medical Malpractice Insurance (MMI) Required. MMI should specify the facility name that
the training is taking place at.
BLS Required as per the Dubai Healthcare City‐
Regulatory (DHCR)Life Support Policy

Responsibilities of the Student Affairs Office (SAO):
 Explains the credentials, admission requirements and processes, application procedures,
in a simple and comprehensive manner;
 give advises on how to proceed during admissions procedures;
 reviews applications and supporting documentation to ensure they fulfil the programme
requirements;
 corresponds with applicants and advises on registration;
 manage the verification of qualifications and visa processes;
 maintains a detailed record of all transactions.
 responds in a timely manner to enquiries from applicants and prospective applicants
made by phone, email or post.

None
Approval:

Review Log:
Version 2 CEO/ Date


POLICY #: ST06CPO1
CAA Standard:
Responsible:
Student Affairs
6.c Transfer Admissions Cross Reference: Student Handbook, Catalogue; PPM
Policy

Purpose:
This policy provides guidelines for admission of transfer students into graduate programs of EUC

Applicability:
This applies to all applications for graduate admission to EUC.

Policy:
Students enrolled in an accredited and recognized higher institutions may apply for transfer to
EUC in accordance with CAA Standards 2019 as follows:
1. Only students transferring from UAE institutions recorded in the National Register of
Licensed HEIs, or other organizations in the UAE approved by the CAA, or recognized
institutions of higher learning outside the UAE, are eligible for transfer admissions.
2. EUC shall establish an ad hoc committee for each transfer case that includes staff of the
registration unit and subject matter specialists in making decisions regarding transfer
admissions, transfer of credit and advanced standing; records of all decisions and related
documents are maintained;
3. EUC provides for timely notification to the student, prior to admission, of the
transferability of credit, how much credit was granted, and how the accepted credit will
be applied to the degree program of EUC.

Approval:

Review Log:



PROCEDURE #: ST06CPO1‐PR1
CAA Standard:
Responsible:
Student Affairs
6.c Transfer Admissions Procedure Cross Reference: Student Handbook,
Catalogue; PPM

Purpose:
To define the requirements and process in obtaining admission to EUC.

Applicability:
This procedure applies to all requests for transfer admission following the eligibility criteria.

Procedure:
Eligibility for Transfer to EUC

Student graduates from a university who meet the following criteria may file an application to
the EUC Postgraduate program:
1. Previously enrolled from an accredited UAE institution recorded in the National Register
of Licensed HEIs, or other organizations in the UAE approved by the CAA, or recognized
institutions of higher learning outside the UAE, are eligible for transfer admissions.
2. Have valid TOEFL, IELTS, or other certifications approved by the Commission and meets
the English language proficiency requirements of EUC
Note: Students who were accepted by their former higher education institution based on
institutional TOEFL results must repeat the TOEFL and score at least 550.
3. Have a cumulative grade point average (CGPA)of at least 3.0, on a scale of 4.0 or its
equivalent
4. Have a strong academic record and are eligible to return to their present or previous
university.
5. Fulfill all EUC entry requirements for full admission. EUC does not authorize transfer
students to be enrolled under the terms of conditional admission under any
circumstances.
6. Were not dismissed for disciplinary reasons

Transfer of Credit Hours Earned Outside EUC
a. For graduate students wishing to enter a Master's degree program similar to the one
previously studied, the College considers the transfer of credit‐bearing courses if:
• Their cumulative grade point average (CGPA) was at least 3.0 on a 4.0 scale, or its
equal.
 The course is not offered as part of a Master's degree preparation program.
 The preceding graduate course's credit hours are equal to or greater than the
credit hours for the EUC graduate course.
 EUC does not grant credit twice for substantially the same course taken at two
different institutions.
 In the previous course, student received at least a B (3.0) or its equivalent grade.
 The past institution's course content is equivalent to the related course available
by EUC or when clinical training credits are done in the UAE, or upon review and
approval of the waiver by the Commission on Academic Accreditation.
b. The student's CGPA shall be determined only on the basis of grades earned in EUC
courses. This means that marks obtained in courses transferred from another university
will not be included when calculating the CGPA at EUC.

c. Transfer students will not be granted a master's degree until they have accomplished no
less than half of the coursework or credit hours in the EUC master's program. Therefore,
EUC will not transfer more than 50% of the program's courses.

d. EUC limits transferred credits for Master’s program to a maximum of 25% of the total
credits required for an EUC program.

e. Credits for graduation projects and theses will not be transferable to EUC.

f. The credit hours that were transfer will reflect on the EUC transcript of reference (TOR)
only after Registrar obtains the transcript's certificate of validity from the preceding
institution.

g. Permits external or internal students who are not in good academic standing to transfer
only to a program in a field distinctly different from the one from which the student is
transferring
Requirements
 Official transcripts and course syllabi from the previous institution be submitted to the
Registrar's Office in order to process an application for credit transfer.
 Before credits from courses taken outside the UAE can be transferred, the UAE Ministry of
Education must approve them.
Process
 All required documents must be submitted by the applicants two months before the
projected enrolment date.
 The final decision on the eligibility of transferred credits is decision of the Chief Executive
Officer.
 Student is notified by the Registrar’s Office five days prior to admission of the following:
a. credit transferability
b. the amount of credit awarded
c. how the granted credit will be added to the EUC degree program
Responsibilities
1. Adhoc Committee –
 Provide decisions regarding the transfer admission.
 Records all decisions
 Maintain all decisions and related documents

None

None

Approval:

Review Log:

Version 2 CEO /Date

POLICY #: ST06DPO1
CAA Standard:
CAA Standard 2019 (6d); Annex 20
Responsible:
6.d Advanced Standing Student Affairs

European University College does not offer advanced standing.


POLICY #: ST06EPO1
CAA Standard:
CAA Standard 2019 Annex 3(6e);
Annex 20

Responsible:
6.e Recognition of Prior Learning Policy Student Affairs
Cross Reference: Catalogue, Student
Handbook; PPM

Purpose:
This policy seeks to ensure quality by employing academic judgment and the concept of
consistent learning outcomes.

Applicability:
This policy applies to all people who wish to receive recognition of their past formal study, work
and other life experience and be given credit within EUC’s academic programmes.

Certificated learning occurs when learning has historically occurred within the formal classroom
setting.

Experiential learning refers to learning that takes place outside of conventional education and
training.

Recognition of prior learning (RPL) is a type of assessment that determines if a learner can
demonstrate that they already have the knowledge, understanding, or abilities necessary to
complete the assessment requirements for a unit, and so receive credit for the unit/s or
qualification. Both modes of learning are covered under RPL.

Policy:
EUC which awards academic credit for prior learning, known as Recognition of Prior Learning
(RPL), will follow the defined and published policies and procedures which have received the
approval of the CAA.

RPL regulations apply to all forms of recognition of prior learning, including transfer of academic
credit. Special requirements apply to the recognition of experiential or non‐classroom‐based
prior learning.

RPL assessments must be of a comparable rigor to those in the delivery and assessment of the
EUC’s own qualifications; must be evidence‐based, transparent and accountable; and must be
subject to the same quality assurance processes used to ensure the standard and integrity of
assessments within the institution.
On an individual basis, EUC grants students’ exemptions for modules specific to their degree
program. Acceptance, on the other hand, cannot be assumed. While requests for certified and
experiential learning are encouraged, the awarding of RPL exemption of modules is subject
academic judgment considering equivalency of learning.
A formal assessment process will be established for awarding academic credit for prior learning.
Students applying for RPL will undergo a form of assessment which includes challenge exams.
EUC is required to publish information and support for students in all relevant documents.
EUC will include a detailed description of the process for appealing a decision regarding
awarding of RPL credit.

Approval:

Review Log:



PROCEDURE #: ST06EPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3(6e);
Annex 20

Responsible:
6.e Recognition of Prior Learning Procedure Student Affairs
Cross Reference: Catalogue, Student
Handbook; PPM

Purpose:
To ensure that the RPL process is transparent, provide students with time and support to
assemble sufficient evidence and complete an application, and be consistently applied for all
students and across all programs, disciplines, units, courses and competencies.

Applicability:
This procedure applies to all potential transfer students applying for RPL

Procedure:
1. To be given credit on the programme, previous learning needs to be at the same UAE
National Qualifications Framework level, or at a higher level as that of the module(s) being
requested for exception.
2. Exemptions can be granted against entire modules but not against parts of modules, and
3. The volume of credit upon which an application for exemption is sought must be equivalent
to, or exceed, that of the module intended for exemption.
4. The acknowledgement of learning is at the core of all RPL decisions. EUC must ascertain what
the student has studied and what the learning outcomes are when it comes to RPL. Academic
judgment must be utilized If the learning studied elsewhere are equivalent to the learning
outcomes at EUC as specified in modules and program requirements. In order for the module
to be exempted, a minimum of 80% of module outcomes must be demonstrated. Academic
judgment must be given to equivalence of learning outcomes in the field of experiential
learning, even if the student demonstrates his learning in a peculiar way. A challenge exam
may be required to demonstrate certified learning through experiential learning even though
the student’s transcript is sufficient.
5. When deciding whether or not to grant RPL, the decision must strike a balance between
academic standards and student flexibility. Both the faculty member and the applicant
should be aware that granting RPL may disfavour a student's final award class or have a
negative impact on his or her studies
6. Decisions on whether or not to grant RPL are made on the basis of selected circumstances.
The program director in consultation with Student Affairs and the Chief Executive Officer
make decisions on RPL.
7. When making analogous learning decisions, it's important to consider 'currency,' which
refers to the amount of time since the previous learning and whether or not the learning
material is out‐of‐date. RPL will only be granted for a maximum of 5 years for modules
studied overseas or experiential learning experience earned through job, volunteering, or
leisure interests. Individual degree program regulations may have curriculum contents that
rapidly change, in this case a shorter time span may be specified.
8. RPL is only considered if:
 Certificated credit is granted by licensed/certified institutions in the UAE, or by a
foreign institution of higher learning established outside the UAE that is accredited in
its home country.
 The student meets the English language proficiency requirements of the University
(TOEFL or IELTS)
 Full admission applies: RPL is not allowed for provisional admission
 The student has good academic standing, a minimum CGPA of 3.0 or better on a 4.0
scale, or equivalent and is eligible to return to their current or former institution

Credit cannot be counted twice for the same prior learning, and RPL can be granted for
clinical training credits only if the training was undertaken in UAE.

9. The College will allow students to be excluded from agreed modules if they can demonstrate
equal current learning to the satisfaction of the program director or admissions officer. This
is true for both undergraduate and postgraduate programs. Exemption applies to the full
module, not just a portion of it. The program director may propose that a student swap
alternative courses to gain a broader experience.
10. Not all EUC programs, especially those that are professionally approved or feature non‐
modular courses, may be eligible for RPL. When certain modules or programs are not eligible
for RPL, it must be reflected in the college RPL policy statement.
11. Not more than 50% of the credit for all courses in an individual undergraduate program may
be awarded through the RPL process, including credit transfer, and not more than 25% for
graduate programs.
12. No grades may be assigned for RPL credit granted, nor can RPL credit be used in the
calculation of cumulative grade point average (CGPA).
13. In all circumstances where RPL has been approved, an award's classification will be
established solely based on the modules taken as part of the applicable EUC program.
Student Affairs will assess an accepted student with some course exemptions to ensure that
the categorization choice is made in accordance with the degree program regulations'
weighting. This necessitates that the average grade from the smaller number of courses
taken at EUC be utilized in the award calculation.
14. It is always the student's responsibility to prepare a claim for RPL; claimants are strongly
encouraged to seek advice from the EUC Student Affairs Office.
15. The student's RPL will be noted on his or her transcript.
16. Students are not required to forfeit past qualifications received from other institution in
exchange for credit. Students applying for undergraduate and postgraduate taught programs
need not forfeit past qualification if an authorized set of qualifications with clear entry and
departure points, such as students' 'advance' from Certificate to Diploma to Masters is
available. [This is not RPL in the technical sense, but it should be clearly stated as an official
progression route in the degree program requirements.]
17. To be acknowledged, prior learning must meet the following criteria:
 Reliable (evidence specific learning outcomes are demonstrated)
 Up to date (generally not more than five years
 Verifiable (based on the student’s personal experience)
 At the level required of the claimed module
 equivalent number of learning hours is demonstrated
18. Subject areas that have built relationships with some institutions want to engage into an
official commitment to admit students on a regular basis from these institutions, taking into
consideration accreditation of prior learning. Rather of requiring each student to individually
make an academic case for exemption, EUC faculty members would examine and judge
equivalency of the program at the original institution in advance.
19. An institutional Memorandum of Agreement (MOA) for Recognition of Prior Learning may be
drafted and signed under the following terms:
 The MOA must adhere to the principles of the College's RPL Policy.
 The agreement must include provisions to annually accept a group or cohort
students.
 It must be linked to specific entry programs, such as certificated learning.
 It must be linked to specific European University College programs.
 Candidates would be evaluated individually based on their application and, if
necessary, an interview is conducted. There should d be no expectation of
acceptance.
 EUC staff must not be involved in the curriculum development in the other
institution.
20. EUC would keep track of all Memorandums of Agreement for Prior Learning Recognition. the
Chairman of the Board of Trustees must approve the agreement with the recommendation
of the Chief Executive Officer and such agreements are evaluated annually.
21. A student who receives RPL can be considered a full‐time student because he or she will be
assigned the full credit load, even though the student is not required to attend classes and
participate in assessments for the modules under RPL.
22. The specific operational processes regarding how RPL will appear in student timetables and
on student transcripts are up for discussion.
23. Prior Learning application must be submitted before the applicant commences the
programme. RPL deadline prior to commencement of the semester is 10 working days. The
prior learning application fee is $50 USD.
24. Application of prior learning decisions is at the discretion of the Program Director in
consultation with the Director of Student Services.
25. An appeal for RPL reconsideration will be reviewed by the Chief Executive Officer for final
decision.

Methods of Assessment:
The following forms of assessment maybe used to assess practical skills and knowledge
appropriate for the RPL unit applied:
1) Assessment of written reports
2) Demonstration of techniques’
3) Direct questioning combined with the evidences provided by the candidate
4) Work‐based assessments
5) Evaluation of critical thinking skills
6) Review of submitted records
7) Review of records of recommendations
8) Review of academic records or qualifications

Appendix 1: EUC Process Flowchart for RPL Application


Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06FPO1
CAA Standard:
Responsible:
Student Affairs
6.f Student Records Policy Cross Reference: Student Handbook;
PPM

Purpose:
This policy outlines the procedures for keeping track of student records. To define educational
and other student records, set limitations for their appropriate use, and ensure compliance with
all applicable laws and regulations.

Applicability:
The policy applies to all faculty and staff and other individuals who have access to or handle
student records.

None

Policy:
In accordance with the CAA Standards 2019, European University College (EUC) has operating
processes for managing and keeping educational documents and other student data.
EUC ensures that students are properly registered.
A robust student records management safeguards EUC's interests, as well as the rights of
graduates and present students.
All critical student records, such as transcripts and degree completion authentications, are
securely stored with defined access rights, either in soft or hard copy, and are accessible for a
period of not less than fifty (50) years.
EUC has off‐site continuous electronic backup for all electronic student records.
EUC strives to provide current and former students with quick access to their enrolment,
financial status, and academic progress data.

Approval:

Review Log:
Version
Number


PROCEDURE #: ST06FPO1‐PR1
CAA Standard:
Responsible:
Student Affairs
6.f Student Records Procedure
PPM

Purpose:
To detail the procedure in maintaining student permanent records.

Applicability:
This procedure applies to maintenance of student permanent record.

Procedure:
Student Permanent Record:
At EUC, each student's permanent record comprises the following information:
1. Student personal information may include the following:
 Transcript of Records
 Bachelor degree Diploma
 Curriculum Vitae
 Recommendation Letter
 Experience Certificate
 English Proficiency Certification
 Passport and Emirates ID
 Ministry of Education Equivalency
 Basic Life Support Certification
2. Current listing of EUC ongoing and completed courses
3. Each semester's grades, credits, and GPAs ‐
4. Entries for academic probation, suspension, or dismissal are required.
5. Student course works for Midterm & Final examination papers
6. Thesis Report
7. For a student who has graduated, a notation of degree completion is made.

This student record is considered permanent since it will be treated as an active record
indefinitely, i.e., the university will never dispose of it. It serves as a perpetual and official legal
record of a student's grades, credits, and degrees acquired at EUC.

At the College and off‐site locations, electronic backup (scanned) copies of student records are
kept on the network server system (Du and Etisalat servers). The EUC campus maintains fire and
water proof file cabinets where permanent student records are stored.

Student File:
1. Documentation to provide for admission:
2. Completed Application Form for Admission
3. Originals attested manuscripts of all educational certificates, including completion
certificates and academic transcripts (see below for certificate attestation) and, if
necessary, translations into English
4. English proficiency certificate (TOEFL or equivalent)
5. Current curriculum vitae with 2 references
6. Proof of 2 years General Dentistry experience (For MSc. In Orthodontics)
7. Photocopy of a valid passport with UAE residence visa (if required)
8. passport size photographs

Certificate Attestation
The Ministry of Education require that all students have academic certificates attested by the
Equivalency Department. This must be carried out within the first semester of studies in
accordance with Ministry Standards.
Postgraduate students are required to submit their certificates to the Ministry to obtain an
Equivalency Certificate. The process depends upon whether the student completed their
undergraduate degree in the UAE or overseas.
 UAE graduates are conditionally admitted to the university and may begin studies while
their Equivalency certificate is being finalised.
 Overseas graduates are conditionally admitted to the University and are permitted to
commence studies. Graduates from abroad must have their degree results and
completion certificates confirmed by the awarding university or competent authority in
the host nation where they completed their studies.

All degrees and certificates must be attested to by three entities:
1. The ministry of foreign affairs of the country of origin,
2. The UAE embassy in the country of origin, and
3. The UAE Ministry of Education / Higher Education Affairs

Visa Compliance:
The University, as well as each student, is required by the UAE government to follow the terms
of the student visa. It is the student's responsibility to ensure that all of the terms of their visa
are followed. The University is required by law to report any student who does not follow the
rules, and it will not disregard any regulations or standards.

None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: ST06GPO1
CAA Standard:
Responsible:
6.g Information Release Policy Student Affairs
PPM

Purpose:
To establish procedures for disclosing student data to third parties.

Applicability:
This policy applies to students and alumni of European University College (EUC).

The college records of a student are described as documents, items including electronic
documents that contain vital information directly relevant to the student and are maintained by
institution. School administrators who have a legitimate educational interest in the information,
such as tracking grades, attendance, and advising, and calculating financial aid eligibility, are
granted access to a student's education records.

Policy:
Student Record Release Policy

Basic privacy rights, data security, and the best interests of the student and the college are all
respected at European University College (EUC).
EUC provides privacy protection to all student education records, with little exception. Examples
of student records entitled to protection are grade reports, transcripts and most disciplinary
files.
Without the express approval of the concerned student, no one will have access to nor would
EUC release any information from a student's permanent academic record. This protected
information can only be shared with a third party with the student's permission.

EUC has the right to reveal student records to the student's immediate family as well as the
private or public entity that is sponsoring the student.

Only authorized individuals at EUC who have an official responsibility to view information about
a student's completed courses and grades in order to fulfil their administrative responsibilities
and assist students with registration, advising, degree completion, and career counselling are
granted access to student records.
Each EUC student is entitled to read and check the contents of his or her college records,
including grades.

Students have the right to request that their educational records be amended if they believe
they are erroneous, inaccurate, or otherwise infringe on their privacy rights.

Approval:

Review Log:


g
PROCEDURE #: ST06GPO1‐PR1
CAA Standard:
Responsible:
6.g Information Release Procedure Student Affairs
Cross Reference: Student Handbook; PPM

Purpose:
To detail the procedure when and how to release student record to a third party.

Applicability:
This procedure applies to the appropriate release of student records to maintain privacy and
confidentiality.

Procedure:
Access to records
Students may submit a formal request to the Chief Executive Officer and Director of Student
Services for approval to have their educational records reviewed and released to a third party.
Under appropriate supervision, the review will be permitted during regular school hours.

Students can ask the university to change any of their educational records if they believe the
information is erroneous, deceptive, or violates their privacy rights. A formal request must be
sent to the Chief Executive Officer and Director of Student Services.

If a student believes EUC has infringed his or her rights regarding the release or access to his or
her records, he or she may lodge a complaint through the College Grievance procedure.

Disclosure without consent but requires approval by the Director of Student Services are
applicable in the following instances‐
1. A student sponsor requests to see the progress of the student under the sponsorship
program.
2. When the request is for discipline information, the information is disclosed to a teacher,
counselor, or other college official within the college system who has contact with the
student and has a vested interested in the information.
3. Accrediting institutions.
4. In response to a validly issued subpoena or judicial order
5. Disclosure is given to college authorities who are seeking data about scholarships and
financial aid that a student has applied for or received. The education records of a
student may only be disclosed for the following purposes:
(1) Establishing the student's financial aid or scholarship eligibility
(2) Calculating the amount of financial aid or scholarship the student will receive.
(3) Identifying the terms and conditions that will be imposed on the recipients
of financial aid or scholarship
(4) Implementing the financial assistance or scholarship terms and requirements

Responsibilities of the Director of Student Services and the Administrative Assistant:
 will act the Custodian who are responsible for maintaining the student records therefore
have access to the student records at any given time making sure that privacy,
confidentially and safe keeping of student records are sustained.
 will make a concerted effort to comply with requests to inspect records in a reasonable
timeframe, but should not be longer than 10 calendar days.
 except in the case of unforeseen circumstances, will make reasonable attempt to make
such records available within three working days
.
None

Appendix 1: Student Records Request/Release Form (ST06GPO1‐PR1‐FR1)



STUDENT RECORDS REQUEST/RELEASE FORM

Name of Student: __________________________________Student Number: ____________

Date of request: ________________________ Date of release: _______________________

Purpose of the request: (put √ mark) _____ Review of records _____ Release of records

AUTHORIZATION TO REVIEW MY RECORDS:
I, _________________________________, hereby authorize ________________________ to
review my education records for the purpose of ______________________________ and for
whatever legal purpose it may serve.
I understand that _________________________ will regard as confidential and privileged any
information thus provided to them, and will use said information for the sole purpose stated
above.

AUTHORIZATION TO RELEASE SCHOOL RECORDS:

I, ____________________________hereby authorize the release of records, documents, or
other information to ______________________________, This release must only include the
documents needed for the purpose indicated below.
I understand that _________________________ will regard as confidential and privileged any
information thus released to them, and will use said information for the sole purpose stated
below.
Purpose for the release request: _______________________________________________
Copy of documents released: __________________________________________________

Person receiving the records:
Full Name: ____________________________ DOB: _______________ Gender: __________
Office address: ___________________________________ Email: _____________________
Tel/Mobile Number: ___________________________ Relationship to student: ___________
Valid Identification provided (photocopy available and attached): ______________________

This authorization is effective immediately and expires one year from the date below.

Signature: __________________________________ Dated: ________________________

Approval:

Review Log:



POLICY #: ST06HPO1
CAA Standard:
(6h)
Responsible:
6.h Degree Audit Quality Assurance
Handbook

Purpose:
To provide guidance to the Student Affairs Office, the Chief Executive Officer and Academic
Advisor in academic planning and appropriate course scheduling.

To assist the students to monitor the completion and the remaining courses on their study plan
toward graduation.

Applicability:
This policy applies to academic administrators of European University College (EUC) and students
who are enrolled in MS ODO program.

The degree audit is an academic advising document that monitors the progress of students
toward a degree completion.

Policy:
EUC maintains a record of degree audits of all students. The degree audit is available from the
Student Affairs Department.
EUC ensures that appropriate degree audits are conducted to track the progress of the student’s
completion of degree requirements.
EUC uses the degree audit to serve as a student's advising document that is compared against
the student’s transcript and provides both students and academic advisors a precise
representation of the completed, in progress courses and the remaining requirements to
graduate.
Approval:

Review Log:


`
POLICY #: ST06IPO1
CAA Standard:
Responsible:
6.i Grade Approval and Change Policy Chief Executive Officer/ Student
Affairs
Catalogue; PPM

Purpose:
This policy is intended to outline appropriate reasons for a change to a student's grade at

Applicability:
This policy affects all EUC faculty and students, as well as academic staff.

None

Policy:
European University College (EUC) ensures that all student grades are accurate, fair and timely.
EUC ensures that any student appeals for grade change are dealt with accordingly in a fair and
transparent way.

Approval:

Review Log:



PROCEDURE #: ST06IPO1‐PR1
CAA Standard:
Responsible:
Chief Executive Officer/ Student
6.i Grade Approval and Change Procedure ff
Catalogue; PPM

Purpose:
To protect students from incurring an unjust final mark while also respecting the instructor's
academic duty at European University College (EUC).

Applicability:
This policy affects all EUC faculty and students, as well as academic staffs.

Procedure:
A grade appeal may be reconsidered for a variety of reasons, including:
 Incorrect mark computation;
 incorrectly marking a paper, project, or exam;
 the use of a grading or evaluation method that was not specified in the course syllabus;
 a deviation from the instructor's previously stated expectations;
 giving a grade based on something other than the student's performance in the class;
 evidence of discrimination or prejudice in the grade‐assignment process;
 Random grade distribution (lack of consistent and fair standards for grading).

Grade appeals will be dismissed if the following conditions are met:
 the student's complaints do not show inconsistent grading;
 the source of the conflict is the instructor's specific grading rules; or
 If the appeal is not lodged within the 15‐day period following the grade's issuance.
Grade Appeals
Students have the opportunity to appeal any course's final grade if the following conditions are
met:
1. Within 15 calendar days of the final grades being announced, the appeal form is
completed and sent to the office of admission and registration.
2. The appeal form is sent to the Program Director by the admissions and registration office,
who will respond within seven calendar days.
teaching the course. The committee reviews the answer sheet to make sure of fair
grading, recording, and calculation of grades for different questions of the examination,
and submits its recommendation to the Program Director who forwards it to the Chief
Executive Officer for final approval of the grade.
4. If a student is dissatisfied with the Chief Executive Officer's decision, the student may
appeal to the Chair, Board of Trustees who reviews the case and makes a final
determination within one week of the appeal submission.
Change in Grade and Approval
When it is appropriate, for any reason, to revise a student's grade that has already been
submitted to the Admission and Registration Office, all faculty members will undertake the
recommended procedure:
1. A course's grade must be based only on work completed prior to the end of each
semester, including the final exam. Only in the event of errors in computing or recording
grades are grade modifications permitted.
2. The concerned faculty will review the student appeal and will send the requested
modified grade together with a justification to the Program Director. This appeal will be
forwarded to the grade appeal committee who will provide a recommendation to the
Committee Chair.
3. The request for a grade adjustment will be sent to the Chief Executive Officer if the
Committee Chair authorizes it.
4. If the request is authorized by the Chief Executive Officer or by the BOT Chair if a student
appeals the Chief Executive Officer's decision, the Chief Executive Officer will submit the
change of grade to the Admission and Registration Office, which will make the necessary
changes to the student's record and notify the student and faculty member.
None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: ST06JPO1
CAA Standard:
Responsible:
6.j Career Services Policy Student Affairs
Catalogue, Staff Manual; PPM

Purpose:
This policy provides guidance for using career development services for students, alumni, and
staff.

Applicability:
This applies to all student and staff of European University College (EUC)

None

Policy:
The Student Affairs Department at EUC provides the students, alumni and staff career services as
one of their responsibilities. Career services aims to provide EUC students, alumni and staff with
a clear and realistic purpose and solid‐decision making when making plans for career
development and pursuing educational endeavours.

The Career Services unit fulfils its mission supporting students, alumni and staff in their career
plans in coordination with potential employers.

By offering the latest employment offers and career options possible, the Career Services unit
can provide the optimum advice and provide numerous possibilities and options the students,
alumni or staff can choose from. Potential employers may be requested to engage in an online
interview.

Faculty and staff can also provide job references to both students and potential employers.

The Career Services unit provides the following support for students and alumni:
● Job Searches
● Professional Counselling
● Employment interviews
● Employment workshops
● Links to Employer Databases
● Links to Employment Agencies

Approval:

Review Log:


POLICY #: ST06KPO1
CAA Standard:
(6k)
6.k Residential Life Responsible:
Student Affairs
Cross Reference:

This policy does not apply to the College.


POLICY #: ST06LPO1
CAA Standard:
Responsible:
Student Affairs
6.l Student Finance Policy Cross Reference: Student Handbook,
Catalogue; PPM

Purpose:
This policy provides guidelines for tuition and fee payment and refunds.

Applicability:
This policy covers student tuition and fee payment and refunds.

None

Policy:
EUC has developed specific fee and refund policies that apply to all programs offered at the
University. All tuition fees must be paid prior to the start of each academic year or semester
before completing the registration process. However, a new student must pay all fees before the
start of the semester. Late payment of tuition fees will be subject to a penalty. Equipment,
instruments and expendable supplies are billed separately.

Approval:

Review Log:



PROCEDURE #: ST06LPO1‐PR1
CAA Standard:
Responsible:
Student Affairs
6.l Student Finance Procedure
Catalogue; PPM

Purpose:
This procedure defines the guidelines for tuition and fee payment and refunds.

Applicability:
This applies to all student tuition and fee payment and refunds.

Procedure:
The University charges the following tuition and fees. The University reserves the right to make a
change without notice in the published tuition and fee.
Program Masters of Science in Orthodontics
Credit Points Per Year Cost per credit point Cost per year
6,747 Dhs 202,400 Dhs
30
(1,833.33 US$) (55,000 US$)
Total number of credit points

required to graduate
6,747 Dhs
90
(1,833.33 US$)
607,230 Dhs
TUITION FEES OF DEGREE
(165,000 US$)
NOTE:
1. Annual miscellaneous fees 14,000 Dhs are to be added (laptops and other misc. Items)
2. 5% VAT to be applied
3. Fees are subject to change without prior notice. The maximum limit for any fee increase
is 5%

Late payment

ACTION TAKEN ACTION TAKEN by
Late fee: $500 1st month Administration Office Manager
After 1st month suspension from all academic Administration Office Manager
activities

Non‐payment
ACTION TAKEN ACTION TAKEN by
Late fee: $500 1st month Administration Office Manager
After 1st month suspension from all academic Administration Office Manager
activities

Refund
STATUS Tuition
Dismissal No refund
Leave of Absence 50% refund within the first third of the
semester
Withdrawal 50% refund within the first month of the
(Or an apology) semester

Tuition Fee Payment Plans
Students are offered two payment plans
 Traditional payment plan
 Progress payment plan.

Traditional payment plan
Fees can be paid by cash, or credit card. Fees are to be paid in full prior to course
commencement. Fees must be made before the due date mentioned in the Calendar of Dates.
Progress payment Plan
Fees are paid in two instalments which are as follows.
1st instalment ‐ 50% of tuition fee
2nd instalment ‐ 50% of tuition fee
Dates of payment will be announced before the start of each academic year. s

None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: ST06MPO1
CAA Standard:
Responsible:
6.m Student Discipline Policy Chief Executive Officer / Student Affairs
Catalogue; PPM

Purpose:
This policy provides guidelines for general student behaviour and conduct

Applicability:
This policy applies to all students of European University College (EUC).

None

Policy:
The University’s student disciplinary policies and procedures stress its role to encourage
students' individual autonomy, competence, and commitment. EUC has a unique set of goals
and objectives that are critical to its success. These are some of them:
● The ability for students to achieve their educational goals;
● Creating and maintaining an academic and professional culture across the University;
and
● Safeguarding the health, safety, welfare of all students and employees as well as the
University's property.
The student disciplinary policies and procedures define what constitutes improper behaviour for
university students. Any suspicion of breaches in the disciplinary policy may be referred to the
Director of Student Services for appropriate action.
The University reserves the right to evaluate any action taken by civil authorities against
students for educational purposes. It also has a responsibility to initiate counselling and/or
disciplinary action if the student's behaviour has interfered with the University's ability to fulfil
its educational goals or fulfil its commitments to its members.
When a student is admitted to EUC, he or she agrees to follow all of the university's rules and
regulations. Failure to meet this commitment will result in appropriate disciplinary sanctions
such as dismissal, suspension, disciplinary probation, or warning, among others.

Approval:

Review Log:


PROCEDURE #: ST06MPO1‐PR1
CAA Standard:

Responsible:
Chief Executive Officer/ Student Affairs
6.m Student Disciplinary Procedure Cross Reference: Student Handbook,
Catalogue; PPM

Purpose:
This procedure defines the guidelines for general student behavior and conduct

Applicability:

Procedure:
DISICIPLINARY CODE:
The University considers the following behaviors to be inappropriate.
1. Violation of Academic Integrity: Any breach of the academic integrity policy is normally
reported to the disciplinary committee that has the authority to conduct an investigation,
evaluate, judge, and eventually impose the appropriate penalty.
If a student is caught cheating, student will face the following consequences:
 . The student will receive a failing grade in the course in which he was caught
cheating on an exam.
 Within 7 business days, a disciplinary warning letter will be given to the student and
the memo will be place in the student’s file.
 Cheating or academic misconduct in the future will result in dismissal from the
university.
Various penalties that may be enforced as a result of other violations of the academic honesty
policy include, but are not limited to:
● Verbal or written reprimand or warning
● Student work is re‐evaluated
● Failure on the specific assignment
● Failure in the specific course
● Failure in the specific semester
● Admission or readmission to the University is denied
● Student will be removed from registration in the University
● Suspension
● Dismissal from the University
● Degree is cancelled or revoked
The following considerations may be considered when determining the acceptable sanction to
be imposed for an act of academic dishonesty:
● Degree of severity of the academic dishonesty;
● Whether the academic dishonesty was intentional or otherwise;
● The significance of the work in question as a course or program component;
● Whether the offense was a one‐time occurrence or part of a pattern of academic
dishonesty; and
● Any other conditions that are either minimizing or exacerbating
2. Other Offenses:
Disruption/Obstruction: Defined as meddling with or hindering University operations or
activities. It includes arguing, feuding, bad behavior, or excessive noise complaints are all
examples of disrupting the University's peace and good order.
Mental or Bodily Harm:
 deliberately causing mental or physical harm to another individual;
 doing any reckless, but not unintentional action that could cause mental or bodily
injury to anyone;
 Any act that degrades, humiliates, or shames another person.
Discrimination: Defined as a deliberate prejudice against someone nationality, ethnicity,

creed, national origin, gender, age, or disabilities.
Destruction of Property: Defined as the deliberate and careless action that causes damage to
the University property or the property of any person or business by ruining, vandalizing, or
meddling with it.
Theft: Defined as stealing of property or services from any person or business on university
property, or the planned theft of property or services from anybody on university
property.
Possession of Stolen Property: Defined as carrying goods that the owner suspects is stolen and
could be identified as belonging to the University or another person or organization.
Forcible Entry or Trespass: Defined as the forceful or unlawful entry into any building structure
or in university premises.
Unauthorized Use of Property or Service: Defined as the illegal use and possession of university
property or other person’s property.
Unauthorized Use of University Keys: Use, sale, replication, or custody of any key(s) issued for
any building, facility, room, or other University property without authorization.
False Report of Emergency: Creating, disseminating, or causing a false claim or alerting of a fire,
bomb, crime, or other disaster.
Misuse of Safety Equipment: Unlawful use or modification of firefighting, safety, or other
emergency equipment
Possession of Dangerous Weapons: Carrying of a firearm, munitions, dangerous substances,
illegal knives, or any other deadly instrument on university grounds without authorization.
Possession of Controlled Substances: On the University grounds, use or sale of any psychotropic
substance, excluding personal medications prescribed by a physician.
Use of Alcoholic Beverages: Carrying, sale and drinking alcoholic beverages in university
premises.
Failure to Appear: Failure to attend or schedule a hearing as requested by university authority
or police.
Violation of Established University Policies and Procedures: Breach of University policies and
procedures as defined in the student handbook.
Aiding and Abetting: Aiding, employing, or influencing another person to disobey the code.
INITIATION OF DISCIPLINARY ACTION:
Any person may bring allegations of violations to any of EUC policies but the allegation must be
presented in writing (not verbally) by way of either a Quality Improvement Report or Incident
Report. After a written report is filed, an investigation will be initiated by the appropriate EUC
personnel according to the nature of the allegation.
A. Notification and Procedural Interview
 After the respondent is notified in writing of an alleged policy breach, a process
consultation or interview will be organized within 3 business days.
 Failure to attend for the procedural interview will be treated as a distinct breach of this
code, with additional disciplinary action
 The student must appear before the disciplinary committee within 5 business days of the
procedural interview. The student will be notified of the time, date, and location of the
appearance by the Chief Executive Officer and the Student's Affairs Office.
 The student's academic advisor may attend the meeting as an observer and address the
committee only with the Chief Executive Officer's consent (CEO)
B. Disciplinary Committee
The CEO establishes the Disciplinary Committee at the start of each academic year. In addition to
the Chief Executive Officer, who also chairs the Committee, it consists of three faculty members.
When a case is referred to the Committee, it meets as needed. The Committee Chair informs the
student in question that he or she must attend a hearing session at least 7 working days before
the hearing date. After analyzing the matter and hearing from the student in question, the
Committee submits its recommendations to the CEO for approval, including any proposed
sanctions.
C. Sanctions:
The following are some of the factors that should be considered while imposing sanctions:
● the respondent's motive for acting in a certain way;
● disciplinary history of the respondent; and
● the degree to which the misconduct jeopardizes the EUC community's safety and
security, as well as the chance of the behavior recurring.
Sanctions may include one or more of the following:
8. Dismissal, which prevents the student from ever returning to the University and from
being physically present on university property without authorization. The student's
permanent record will reflect his or her dismissal.
9. Suspension, which prevents the student from going to the university and from being
physically present on university property without authorization for the duration of the
suspension, which cannot exceed one calendar year after it takes effect;
10. Disciplinary probation, which alerts a student that his or her behaviour has resulted in a
penalty that is on the verge of being suspended. If student continue to misbehave while
on probation, student may be dismissed from the university. It is in place for a specific
amount of time.
11. Additional punishments may include, but are not limited to, the following:
 restitution
 financial fines
12. A reprimand is a formal written notice to the student that his or her behaviour is
inappropriate; and
13. A verbal reprimand is a method of advising or counselling a student about his or her
behaviour.
D. Appeals:
 Respondents may dispute the disciplinary committee's decision; the complaint must be
submitted within 15 days of the committee's judgment.
 A separate appeal form must be filled out to appeal a committee decision to the
grievance committee.
 Within 15 days after receiving the appeal, the grievance committee evaluates the issue
and notifies the student of its decision, with a copy to the Registrar.
 . A student may lodge an appeal the decision of the grievance committee to the CEO,
who will make a final decision within 7 days of receiving the decision of the committee.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06NPO1
CAA Standard:
(6n)
Responsible:
6.n Student Attendance Policy Student Affairs
Handbook, Catalogue; PPM

Purpose:
The purpose of this policy is to guide European University College (EUC) administration and
faculty in the management of student attendances of all EUC scheduled activities.

Applicability:
This policy applies to attendance of all students in EUC. This includes attendances in any
scheduled EUC activities such as e‐learning classes (synchronous or asynchronous), clinical
training programs, lectures or seminars, workshops, and any other activity deemed significant
for training by the faculty.

None

Policy:
Face to Face:
1. Attendance is an essential part of the learning process at European University College. Any
resident in a Master degree training program who is absent for more than 20% of any of the
scheduled EUC activities, for any reason, may be required to repeat part of the program
2. Advanced postgraduate dental training programs include preparation for, and delivery of,
patient care services, and it is paramount that residents attend all activities scheduled by
EUC. Scheduled activities include but are not limited to the following: e‐learning classes,
lectures or seminars, workshops, clinical sessions, and any other activity deemed significant
for training by the faculty. The ‘other’ activities include special lectures, continuing education
programs, workshops, guest speakers, etc. Because ‘other’ activities are considered
significant for training, the activity will be assigned as part of a course given during the
semester. Residents will be informed which course the ‘other’ activity is assigned to and that
attendance is required.
3. E‐learning classes: An absence will be recorded if the resident fails to accept the invitation
sent by the faculty at the start of the class. Residents must complete the entire session to be
marked present. If by any reason the internet connection gets disconnected and is unable to
reconnect, the resident must immediately send an SMS to the faculty specifying the reason
for disconnection and wait for further instructions.
4. Course lectures, seminars or workshops: An absence will be recorded if the resident arrives
in the room immediately after the beginning of any activity scheduled.
5. Clinical sessions: An absence will be recorded if the resident is not present at the beginning
and end of the clinical session whether or not a patient is scheduled during the clinical
session.
6. Other activities: An absence will be recorded if the resident arrives in the room after the
dedicated time for registration for the ‘other’ activity scheduled.
7. The faculty member shall ensure compliance with the above rules. All resident absences will
be recorded, using daily attendance registers and other checks and monitoring procedures.
8. Attendance is taken by the administrative assistant. Any late comers or absences will be
relayed to the Student Affairs manager for appropriate action.
9. Attendance register is maintained by the administrative assistant.

E‐Learning:
10. A student is considered absent when he or she does not attend an online activity scheduled
by EUC during the semester.
11. In an E‐Learning attendance environment students need to understand that attendance is
still essential; at EUC we want our residents to have a clear understanding of our
expectations.
12. The E‐learning Attendance Guidelines below will be reviewed regularly to ensure that it is an
accurate reflection of current practice within our college and also to ensure that it is in line
with the UAE inspection framework and takes into consideration current international
research on best practice for e‐learning. Student attendance during distance learning is
defined as active participation in all required classes.

Aims and Objectives of the e‐Learning Attendance guidelines:
● To ensure that student attendance is key during Distance Learning.
● Regular attendance during sessions will be reflected in the grade levels of achievement.
● All attendances are monitored and recorded.
● This gives a student time and flexibility to complete the task or projects assigned in
asynchronous classes and submit their work as scheduled.
● To ensure students will be contacted regarding any absences, and any unexcused
absences will be noted in their student file.

Approval

Review Log:



PROCEDURE #: ST06NPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6n)

Responsible:
6.n Student Attendance Procedure Student Affairs
Catalogue; PPM

Purpose:
The purpose of this procedure is to guide EUC administration and faculty in the management of
student attendances of all EUC scheduled activities.

Applicability:
This procedure applies to attendance of all students in EUC. This includes attendances in any
scheduled EUC activities such as e‐learning classes (synchronous or asynchronous), clinical
training programs, lectures or seminars, workshops, and any other activity deemed significant
for training by the faculty.

Procedure:
RULES OF ATTENDANCE (applies to both Face‐to‐ Face and Distance Learning)
Notice and penalty for excessive absences are as follows:

E‐ learning classes, Course lectures, seminars or workshops: Attendance is taken at the
scheduled for the course. Administrative Assistant informs the Director of Student Services of
the student attendance status
√1st absence: A notification email will be sent by the Administrative Assistant
informing the resident’s responsibility to attend.
nd
√2 absence: First written warning explaining consequences of continued
absence. Warning letter duly signed by the Director of Student
Services Student Affairs Manager will be sent by email as an
attachment.
rd
√3 absence:
 If 3rd absence represents >20% of scheduled course time,
resident is informed in writing that an “F” grade is assigned and
the course must be repeated
 If 3rd absence represents <20% of scheduled course time, a
third warning letter is issued.
Clinical Course (House Keeping, Patient Care and Case Presentations): Attendance is taken in
the beginning and an hour before end of each house keeping/case presentation session.
Clinical sessions: Attendance is taken in the beginning and an hour before end of each
clinical session.
Attending Clinic:
1st absence ‐ One patient will be taken out under his care and reassigned to
another resident
2nd absence ‐ Two patients will be taken out under his care and reassigned
to another resident
3rd absence ‐ Four patients will be taken out under his care and reassigned to
another resident
4th absence ‐ (a) the student will receive an "F" grade for the course and
must repeat the course;
(b) the student will receive an incomplete (I) grade which must
be completed by the following semester.

These absences will be compensated through remediation of patients lost due
to absences according to patient load requirement for graduation and student
will be extended by the end of the program.

Attending to Patient Appointment: There is zero‐tolerance for being late for a
patient appointment
 Any late episode: If the patient is on‐time and the resident is late for the
appointment, the resident will meet with the supervising faculty member
and the patient may be reassigned. Any time a patient is reassigned,
Student Affairs is notified and a reassignment letter is placed in the
resident file.
Other activities: Attendance is taken at the scheduled for the course.
Zero‐tolerance is designated ‘Other’ activities because of the importance of these
activities.
 ‘Other’ activity will be assigned a course with a credit hour no greater than
1 credit hour listed in the curriculum.
 If a resident is absent from a scheduled ‘other’ activity the final course
grade will be reduced by 1 full grade step. i.e., “A” to “B” or “B+” to “C+”.

Foreseen and Unforeseen Absences
 According to the Rules of Attendance, any resident in a Master degree training
program who is absent for more than 20 percent of any of the scheduled EUC
activities, for any reason, may be required to repeat part of program. This
decision requires consensus of the department faculty and a recommendation is
made by the Program Director to the Chief Executive Officer for final decision.
 A resident may receive permission to be absent from an activity scheduled by EUC
by completing a Resident Leave Request form. (See Appendix 1: Resident Leave
Request form) The resident must submit an absence request approved by the
program director for the courses the applicant will miss.
 Absences for Religious, Leave, and Emergencies: A resident is considered absent if
written permission for an absence has not been granted as follows:
 For religious or pre‐planned absences, the request must be submitted to
the Student Affairs department at least 15 days prior to the date of
absence.
 For leave requests, the request must be submitted to the Student Affairs
department at least 3 days prior to the date of absence.
 For emergencies, the request must be submitted to the Student Affairs
department at least by noon prior to the date of absence.
Absences for Medical Conditions:
 The resident is requested to inform the College BEFORE the start of the
scheduled activity either by email or by calling the Student Affairs
department.
 Meanwhile, medical report from the physician must be presented
immediately upon return. If the resident fails to inform the College by
telephone and email or to provide written documentation, an absence will
be recorded.
No medical reports will be accepted if:
 The medical condition is not clearly described.
 The Medical report is not authenticated from the Ministry or Department
of Health in Dubai or Abu Dhabi or the Health Authority of Dubai or Abu
Dhabi.
EUC has the right to verify and validate any medical report provided by the resident;
moreover, the resident may be asked to provide additional documentation as
determined by EUC. False or unauthorized medical reports are strictly forbidden and the
consequences of submitting such documents will be severe.

If a resident is absent for any reason, the resident is required to inform the College by
telephone and email.

Extended Periods of Absence
 The College has a responsibility to ensure that residents in Master degree training
programs receive complete training. If a resident makes a written request for an
extended period of absence for any reason, this may be granted at the discretion of
the Chief Executive Officer in consultation with the program director and department
faculty members.
 The residents’ training program will be subject to in‐depth review at the end of the
leave, and there may be a requirement to repeat all or part of a semester.
Maternity Leave
 Residents expecting to be away from college activities for delivery and after birth care
are granted 30 days leave from the date of delivery.
 Residents are requested to inform the College and receive approval for maternity
leave at least 30 days prior to the maternity leave.
 The residents’ training program will be subject to in‐depth review at the end of the
absence, and there may be a requirement to repeat all or part of a semester.
 All absences for any reason (religious, sicknesses, leave, etc.) will be tallied and
recorded per course. Any penalties will be assigned as per attendance policy.
Communication of Absence
 Residents are obliged to fill Resident leave forms (available at Student Affairs office)
and sign it from the respective course director or clinical supervisor of the sessions to
be missed.
 For emergencies and unforeseen absences students must notify student affairs
suitable time ahead.
 Absences without notifications for clinical sessions is considered as a serious breach
of code of conduct, due to abandoning patients, and will be dealt with strictly.
Offenders will be subject to patient reassignment, suspension, and if repeated will
result in dismissal.

None

Appendix 1: Resident Leave Form (ST06NPO1‐PR1‐FR1)


Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06OPO1
CAA Standard:
(6o)
6.o Gender Segregation Responsible:

Cross Reference:

EUC is a co‐educational institution and does not apply Gender Segregation


POLICY #: ST06PPO1
CAA Standard:
(6p)
6.p Student Activities Policy Responsible:
Student Affairs
Handbook; Catalogue

Purpose:
This policy provides guidelines for student activities at European University College (EUC).

Applicability:
This applies to all students and alumni of EUC.

None

Policy:
European University College (EUC) commits to support teaching and learning activities that
students, faculty and staff may pursue academic and social endeavours as smoothly as possible.
EUC strives to provide a holistic program of enrichment outside the classroom that reflects the
interests of a diverse cultural, social, and ethnic extended learning community. Our goal is to
promote intellectual health, physical wellness, and a personally engaging experience for every
student.

Members of the EUC Community are responsible for informing themselves of applicable
University policies, rules, requirements and regulations.

Approval:

Review Log:



PROCEDURE #: GST06PPO1‐PR1
CAA Standard:

6.p Procedure for Student Activities in EUC Responsible:
Student Affairs
Catalogue; PPM

Purpose:
To list the several student activities that European University College (EUC) offers.

Applicability:
This applies to all student and alumni of EUC.

Procedure:
I. First Year Orientation Requirements:
New students at EUC must attend an Orientation Course prior to beginning the program. The
orientation is designed to familiarize students with many aspects of the University life in general,
including EUC policies and procedures. Students will receive important information about EUC
student services, learning resources, student activities, and career counseling.
Upon completion of the Orientation Course, students shall sit for a pass/fail orientation exam.
Only students achieving a passing mark are allowed to proceed with their course. Student who
fails the exam are given other chances to study and retake the exam 3 days apart.
II. Student Role in Governance of EUC
Class Advisor Role: The Class Advisor is a faculty member who has been appointed by the Chief
Executive Officer to advise a class of students at EUC. The Class Advisor maintains regular
meetings with the student class representative and accounts for all issues pertinent to the
education of the students in that class.

Class Representative Role: Each class of students is requested to nominate a single student to
represent their class to the Class Advisor. The role of the Class Representative brings forth to the
faculty Class Advisor any and all issues related to education. The Class Advisor may ask the Class
Representative to discuss issues and report back the suggestions of the student class.
Regular faculty meetings are scheduled during which the Class Advisor will report concerns and
issues raised by the students. Any Class Advisor may request permission from the Program
Director to have the representative of the class present at a specific faculty meeting.

Channels of Communication:
As described previously, each batch of each academic program elects a Class Representative who
presents and responds to University related issues. Each batch is encouraged to discuss
pertinent University issues among themselves, come to class consensus, and have the Class
Representative present the issues to the faculty member Class Advisor. Occasionally, it may be
appropriate for the Class Representative to communicate directly with the Program Director,
Administrative Assistant for Student Affairs, Director of Student Services, Chief Executive Officer,
etc. Students are free to voice their opinions, desires and wishes on any issues and are
encouraged to do so. In addition, students are provided ample opportunity to express their
needs and views through routine evaluation processes related to the University teaching‐
learning environment. The Chief Executive Officer occasionally will ask class representatives to
sit on committees in order that the student voice may be heard. Student may attend faculty
meetings upon invitation from the Class Advisor to present and/or discuss certain topics or
issues.

Lines of communication are as follows:
1) Class or Class Representative to Class Advisor,
2) Class Advisor to Program Director or Director of Student Services to the Chief Executive
Officer

III. Guidelines for Student Clubs and Associations
The small EUC student population combined with the intensity of the professional studies in
postgraduate dentistry leaves little time for activities devoted to associations. Students are
involved in EUC committees ensuring that they have been represented well; their grievances are
addressed and their point of view is considered before implementing policies or making
decisions concerning student life and developing facilities and services. The Office of Student
Affairs maintains continuous assessment of its non‐academic student support services. Student
feedback is obtained by informal conversations, surveys, and questionnaires. One‐to‐one
counselling services help students to identify their academic, social and personal needs and
adjust to university life at EUC.

In spite of a small student body and the intensity of professional postgraduate dental studies,
EUC encourages the development of and participation in groups and organizations that foster
social connectivity and student personal and professional development. EUC tries to integrate
student life into academic programs, encourages development of productive social experiences
and traits in the student body, promotes responsibility to society and community, and fosters
development of leadership skills and familiarity with modern technologies.

IV. Student Activities
European University College has assisted with the following activities:
 Organized student trips to Malmö University, a collaborative partner, located in Malmo,
Sweden.
 Facilitated student participation in professional continuing education events both inside
and outside the University.
 Assisted students to participate in professional conferences locally in the UAE and
regionally.
 Hosted dentistry students from other universities and arranged social interactions.
 Facilitated development of professional journal clubs and dental focus groups within
EUC.
 Increased student participation in community dental services related to children with
special dental needs.

V. Student Support Services:
a. Seminars, Workshops and Lectures
A series of professional and personal workshops are conducted during the year which
helps students with career and personal development. Seminars are conducted near the
end of each degree program for writing C.V.s, preparing for interviews, describing what
employers expect and how to start your own small business.

b. Alumni Services:
Alumni Membership is complimentary upon graduation and application at which point Alumni
may avail them to Alumni services. The EUC offers Alumni services such as employment
opportunities, seminars, continuing medical education courses (CME) and the continued use of
the Malmö online electronic database services for 12 months after graduation.

c. Career Planning:
The EUC will endeavour to give as much assistance as possible for those students seeking
employment after graduation. Seminars are conducted near the end of each degree program
and provide the opportunity for graduates to meet potential employers.

d. Academic Advising:
Academic advising is an essential element of the educational process. EUC requires advisor‐
student sessions at least twice per semester. Students are assigned academic advisors whose
role is to assist the student in obtaining a well‐balanced education and aide them in interpreting
college policies and procedures. A well‐rooted presence of an experienced faculty with good
rapport with students will augment and enrich student learning and student life.
e. Food at the University
There is a “no eating” policy for all of the clinical areas inside EUC. There are a variety of food
outlets located in Dubai Health Care City. In Ibn Sina Building there is Starbucks coffee shop, and
in adjoining buildings, there are a few restaurants and convenience stores. A EUC pantry is
available to students who wish to eat at the College.

f. Parking and Public Transportation
Underground parking is available at the University for patients free of charge. Permits are
required for underground parking in the Ibn Sina Building. Free parking is found on or
near Dubai Healthcare City (DHCC), otherwise students must pay for parking in regulated
parking lots. Parking is at one’s own risk. Taxis service is readily available within DHCC.

g. IT, Lockers and Photocopy Facilities
The University has an internet library and resource centre that can be accessed by
enrolled students, alumni, faculty and staff of the EUC. The library has a collection of
relevant print and electronic resources including electronic professional journals, access
to Malmö University online journal resources, current newspapers, readings and journals
are also available.
 IT Facilities: EUC makes available to all students a laptop computer loaded with
appropriate software for functioning within EUC’s wireless facilities. A networked black
and white laser printer and colour printer are available for student use. Students issued
Wi‐Fi compatible laptops can use their laptop throughout EUC facilities.
 Lockers: Lockers are provided for each student and provide a safe way to store personal
belongings whilst at the University. The Student Affairs office is responsible for issuing a
locker number and key.
No records, patient files, study casts, or and college property, tools or equipment’s are to
be kept in the lockers.
EUC administration reserves the right to search students’ lockers on an as‐needed‐basis
following the procedure of lockers search that includes two EUC personnel representing
Student Affairs and clinics.
 Photocopy Facilities: A photocopier is available in the reception area.
 Spiritual Facilities: The EUC assigns two places for praying, one for males and the other
for females.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06QPO1
CAA Standard:
Responsible:
6.q Student Council Policy Student Affairs
PPM

Purpose:
The primary purpose of the Student Council is to be a recognized body by which interactions and
communication between the student body and the college are strengthened and fostered.

Applicability:
This policy applies to the formation of a Student Council in EUC.

Student Council is a group of elected and volunteer students working together for a common
good with the guidance and supervision of a college advisor. The Council will provide a means for
student expression and assistance in college affairs and activities and to take leadership roles.

Policy:
The Student Council will be established, its objectives and terms of reference, membership,
subcommittees (if applicable) and dates with which it will be implemented in accordance with
the UAE Ministerial decree.
The Student Council will consist of nine members. Three members are elected representing one
member from each year level. The six members are appointed as “active members” that must
equally represent each year level.
Tenure for Student Council members is one academic year.
Criteria for Student Council Membership:
● Must be a registered full‐time student of EUC
● Holds a good reputation
● Student’s record must not show any form of penalties or disciplinary warnings
● The student does not have a criminal record, no conviction of felony.
● Students must possess leadership qualities.
● Students must have the willingness and drive to serve the student body in order to attain
the primary reason/s for the Council’s existence.
Responsibilities Student Affairs Office (SAO)
● Create and outline the rules of conduct for the election and nomination process in a fair,
honest and accessible manner.
● will act as its primary advisor.
● will provide orientation and proper guidance to the new Council members and supervises
any Student Council activities.
Responsibilities of the Student Council members:
● Elected officers and appointed Student Council members should take their roles and
responsibilities seriously and are committed to uphold the aims and objectives set forth
by the Student Council.

Approval:

Review Log:



PROCEDURE #: ST06QPO1‐PR1
CAA Standard:

Responsible:
Student Affairs
6.q Student Council Procedure Cross Reference: Student Handbook; PPM

Purpose:
This procedure applies to the outline the election process and tasks of the Council.

Applicability:
This procedure applies to the conduct and activities of the Student Council.

Procedure:
Formation and Election:
Election campaign period will commence approximately one week from the start of classes
for duration of two weeks.
Election date will be announced by the Student Affairs office. Election will fall within the
fourth week from the start of classes.
Candidate shall present a well‐prepared plan that is committed in enhancing student life in
EUC.
Student Council positions open for elections include the Council President, Council Vice‐
President and Council Secretary.
Election is held electronically through email using the student’s official email address.
Successful candidates will be officially announced by the Student Affairs Office. A welcome
note will be in order.
Elected candidates shall appoint two “Active Members” from each year level.

Responsibilities and Tasks of the Council
1. Develop, review and amend the bylaws of the Council in coordination with the Student
Affairs Office.
2. Set the annual budget of the Council.
3. Approve the final budget of the Council.
4. Create an annual plan of activities and submit the plan to the Student Affairs Office.
5. Submit periodic reports on the work or activities of the Council to the Student Affairs
Office.

None

None

Approval:

Review Log:



POLICY #: ST06RPO1
CAA Standard:
Responsible:
Chief Executive Officer/Student
6.r Student Publications and Media Policy Affairs
PPM

Purpose:
To provide guidelines related to college‐sponsored student publications and productions.

Applicability:
This policy applies to all student publications at European University College.

A student publication is a media source created by students at an educational institution, such
as a newspaper, magazine, television show, or radio station. Community and college news are
often covered by these periodicals, but they may also cover national or worldwide events.

Policy:
All students at the European University College (EUC) have total freedom of speech and
expression. Students have ample opportunities to question, critique, and engage in dialogue.

The EUC Marketing department follows a range of digital media policies that represent the
College's vision and values and promote clear communication and broader outreach for
students, staff, collaborators, stakeholders, and the community to ensure the highest standards
of use.

EUC's social media channels must follow UAE laws and regulations, as well as College rules.

Guidelines for EUC Student Publication:
● The College's social media outlets may only be used to share public information. Any
confidential trade information and statements that may damage the reputation of others
and the institution are avoided.
● Information published on various online platforms should be open, truthful, current, and
impartial.
● Posts about controversial topics, such as those that are political or religious in character,
or that may harm a certain ethnic community, should be avoided.
● Any posts that could be construed as untrue, defamatory, or offensive should be avoided.
● All posts must adhere to copyright and intellectual property regulations. It is necessary to
avoid using materials that are not College's property. When using other people's work
after gaining their permission, proper references should be included.
● All responses to remarks and enquiries must be double‐checked for correctness by the
department concerned.
● A signed consent form must be obtained first before posting a photo of a student, faculty
member, or staff member on social media.

The College's policies and regulations concerning student press and media have been designed
to serve the College's educational goal. The College reserves the right to control content, change
editors and staff, and terminate any or all student publications, while striving to provide optimal
freedom of expression.

Approval:

Review Log:



POLICY #: ST06SPO1
CAA Standard:
(6s)
Responsible:
6.s Student Rights and Responsibilities Policy Chief Executive Officer/ Student
Affairs

Purpose:
To lay the groundwork for student rights and obligations at European University College,
including academic freedom, free speech, autonomy, student‐sponsored conferences, student
publishing, and other fundamental rights and responsibilities.

Applicability:
This applies to all students of European University College (EUC).

None

Policy:
European University College (EUC) provides students with a framework outlining their rights and
responsibilities.
EUC recognizes that student rights are critical components of academic life. Students play a
crucial role in building an educational environment that promotes fundamental rights for all
members of the academic community; as a result, we expect students to use their freedoms
responsibly.

Approval:

Review Log:



PROCEDURE #: ST06SPO1‐ PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6s)
Responsible:
6.s Student Rights and Responsibilities ff
Procedures Catalogue; PPM

Purpose:
This procedure details the rights and responsibilities of students at European University College
(EUC).
Applicability:
Procedure:
Student Rights
1. Academic Freedom
Students have unique rights linked to academic freedom and their status as students, in
addition to the core constitutional rights that all citizens have. Academic freedom
encompasses both the freedom to teach and the freedom to learn. The ability to learn
freely is contingent on suitable opportunities and conditions in all learning situations, on
campus, and in the broader community. Students are required to be responsible in their
use of their freedom.
2. Free Speech
Individual students and student organizations shall be allowed to explore and debate any
topic that interests them, either in public or discreetly. They are free to promote causes in
a manner that does not significantly impair the university's normal and vital operations.
Students have the right to object to viewpoints presented in any course of study and to
withhold judgment on matters of opinion, but they must acquire the content of any
course of study in which they are enrolled.
3. Student‐sponsored Conferences
Students have the right to gather, choose speakers, and talk about issues of their
choosing. EUC must set reasonable limits to time, place, and manner to ensure that the
gathering does not significantly disturb the university's work, impede with other students'
ability to acquire an education, or otherwise encroach on others' rights. These rules must
not be used as a tool for censorship. When there is a risk of danger to individuals or
property damage if the event takes place, the Chief Executive Officer (CEO) or designee
may prohibit it. Before adopting such restriction, the CEO must communicate with the
student association to the best of his ability.
4. Autonomy
Students are free to form organizations and join them to promote their common and legal
interests, subject to EUC rules, processes, and norms. Organizations that violate these
rules, processes, or norms may have their registration or recognition revoked or cancelled.
5. Student Publications
Student‐funded publications must be censorship‐free and require prior copy
authorization. Their editors and managers will have complete autonomy in developing
publishing and media coverage rules. Editors, managers, and contributors to student
media must be protected from unwarranted suspension and dismissal due to editorial
policy or content disagreement by students, faculty, administration, or the general public.
On the editorial page of all student publications, it must be stated that the views
expressed are not necessarily those of the university, system, or student body.
6. Student Policies
Students must have easy access to EUC's policies, procedures, and regulations on learning
outcomes, rights, and duties.
7. Catalogue and Course Information
Prior to enrolment, students should be given as much relevant and accurate information
about courses as feasible. Course descriptions in catalogues and on websites must be
factual and based on current information at the time of publishing.
8. Academic Evaluations
Academic performance of students shall be judged only on the basis of academic
standards, which include any requirements listed in the catalogue, course syllabus,
student handbook, or on the EUC website. Students must be protected against unfair or
arbitrary evaluations, and they must not be judged on the basis of their ideas or attitude
in issues unrelated to academic requirements. Students must be able to check their
corrected tests or other mandatory projects that the faculty will use to evaluate their
academic achievement.
9. Student Academic Standing Information
Students must have access to reliable information in order to create and maintain
satisfactory academic standing, as well as information that allows them to assess their
own academic standing and graduation conditions required.
10. Student Review and Consultation
Students must have the right to participate in university decision‐making at relevant levels.

Student Responsibilities
All EUC students are expected to have the finest level of personal and academic integrity that is
appropriate for a dental practitioner. This is expected to reach to all patients, staff and fellow
students.
Students are requested to keep copies of all University communications and are responsible for
seeking academic advice where appropriate and have a clear understanding of all policies,
procedures and rules applicable to them.
Students Code of Practice
 Be familiar with the rules of your degree as set out in the handbook.
 Follow the policies and procedures of the University
 Meet deadlines for assignments and clinical work
 Conduct yourselves in a professional manner at all times.
 Attend all seminars, lectures, workshops and clinical sessions.
 Submit your own original work, and be aware of the University’s rules on plagiarism.
 Follow the University rules on infection control at all times.
 Respect the multi‐cultural environment of the University.
Students should also be aware of the following:
1. No member of the University community may be deprived of intellectual independence,
individual freedoms, or liberties without following the procedures set forth in the applicable
University regulations.
2. Under the power of the University, no disciplinary measures may be imposed on any member
of the University community without a fair and reasonable process.
3. Each student has a responsibility to know and follow the University's norms and regulations. It
is not an acceptable defense to claim ignorance of a rule or regulation.
4. At all times, students must maintain a record of good conduct and behaviour.
5. Students must respect all belief systems and avoid behaving in a way that offends others'
religious and cultural sensibilities.
6. Students are expected to treat the faculty and staff with courtesy and to establish cordial and
pleasant relationships with their peers.
7. In the clinics and lecture halls, students should not use any audio or communication
equipment, such as radios, CD players, or cell phones. On the premises, the use of cameras on
mobile phones is prohibited. A fine of AED 50/‐ is imposed for any such use.
8. Carrying and consumption of food items into the classrooms /computer lab/clinics
/library/lecture room is not allowed.
9. Littering is explicitly forbidden on the University facilities, including classrooms and restrooms.
10. Students must not do anything that jeopardizes own or others' welfare, wellness, or security.
Firefighting equipment’s such as extinguishers, hoses, and other similar items should not be
touched.
11. Sexually intimate behaviour on the institution’s premises is strictly prohibited.
12. Students are not permitted to carry or drink alcohol, illegal drugs/substances, firearms, or
any other potentially hazardous tools.
13. Students are not permitted to smoke anyplace on campus, including the clinical
areas, laboratory, library, or classrooms.
14. In accordance with the university regulations, students must attend lectures, teach‐ins,
quizzes, examinations, and all other types of teaching activities on a regular basis.
15. Students must behave properly in lecture halls, libraries, laboratories, clinical areas, public
areas, and other areas.
16. While healthy discussion between students and faculty is important for learning, a student
should not argue with the teacher or use profanity unnecessarily.
17. Abuse of university equipment, particularly computers, is absolutely banned. This involves
accessing and transmitting materials that infringe on copyrights, such as software
applications and pornographic materials, as well as accessing other forbidden websites.
18. The EUC student identification cards (IDs) must be visibly worn at all times.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: GM01FPO1
CAA Standard:
(1f)
6.t Student Counselling Policy Responsible:
Student Affairs

Purpose:
This policy provides guidelines for the counselling of students.

Applicability:
This policy applies to all student, faculty and staff of European University College (EUC)

None

Policy:
EUC is committed to improve the education experience of students and provide equal
opportunities for all students by providing counselling services which address personal and
academic issues.

EUC has systems in place to help students comprehend and resolve their academic, professional,
and personal issues.

Approval:
Approved by: Board of Trustees | Signature: _________________| Date: ____________________

Review Log:



PROCEDURE #:ST06TPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6t)
Responsible:
Student Affairs
6.t Student Counselling Procedure Cross Reference: Student Handbook,
Catalogue; PPM

Purpose:
This procedure provides guidelines for the counselling of students.

Applicability:
This policy applies to all student, faculty and staff of European University College (EUC)

Procedure:
 The Student Affairs Department provides students with basic counseling. The counseling
consultation service does not provide treatment.

 When necessary, administration, faculty or staff should encourage students showing
signs of distress or problems to go to the Student Affairs Department for counseling
service.

 Through a hired professional counselor, the Student Affairs Department provides
confidential counseling and advising to EUC students. The goal is to help students help
relieve stress, improve quality of life, maximize opportunities for academic and personal
success, enhance mental wellbeing, and make meaningful personal and
academic changes.

Confidential Counseling Services
1. The Student Affairs office keeps a separate confidential file that is not part of the academic
record of a student.
2. The Student Affairs Office primary responsibility is to protect the confidentiality of any
information collected from a student’s counseling sessions. This implies that no information
about the student’s interactions with Student Affairs and counselor will be shared with
anyone including college officials, parents, family members, friends, or other agencies
without the student’s express permission. This means that information shared with the
counselor remains private unless a student poses a major threat to himself or others or any
forms of child or adult abuse or a subpoenaed by a court of law will be disclosed and
appropriate actions done.

 The severity of the issues varies. The following are some of the most prevalent main
concerns:
Abuse or exploitation Anger
Anxiety or severe worry Loneliness
Anxiety or Stress Gender Identity Issues
Spiritual conflict Self‐confidence
Grief and Loss Neglect
Parenting issues Personal Relationship issues
Career issues Procrastination
Academic difficulties Resolution of conflicts

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06UPO1
CAA Standard:
CAA Standard 2019 Annex 3 (6u)
Responsible:
Student Affairs /Quality Assurance
6.u Health Services Policy Cross Reference: Student Handbook,
Catalogue, Faculty Manual, Staff
Manual; PPM

Purpose:
To promote the provision of high quality, responsive and sustainable health services to students;
faculty and staff of European University College (EUC).

Applicability:
This policy applies to all students, and the entire academic community of EUC.

None

Policy:
European University College (EUC) Health Services provides healthcare to support students in
reaching their optimal health so they can achieve their academic and personal potential.
EUC is committed to addressing all aspects of healthcare such as physical health, mental health,
wellness and health education to all students, faculty members and staff of EUC. We are here to
promote and improve the health of the academic community.

Approval:

Review Log:
Version
Number


PROCEDURE #: ST06UPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6u)
Responsible:
Student Affairs /Quality Assurance
6.u Health Services Offered in EUC Cross Reference: Student Handbook,
Catalogue, Faculty Manual, Staff Manual; PPM

Purpose:
This policy provides information on the health and safety procedures available in the European
University College (EUC).

Applicability:
These health services are available to all student, and entire academic community of EUC.

Procedure:

All services stated below are discussed with the students during their Orientation course prior to
the start of classes to ensure that they are aware of the health services provided by EUC for their
safety throughout their academic life.

Medical Emergencies
The EUC is equipped with first‐aid supplies and has a qualified first aid responder to assist in the
event of an injury or accident at the University. The first aid representative can arrange for an
ambulance if required.

All students and clinical support staff are Basic Life Support Certified by American Heart
Association.

There are private practitioners working On‐Campus trained in Advanced Cardiac Life Support and
Paediatric Life Support. These practitioners are available for any event of an injury, accident or
medical emergencies.

A Code Blue Response team is available to support any medical emergency.
A memorandum of agreement (MOA) for emergency and ambulance services with the nearest
hospital has been established to support students in times of medical emergencies.
Medical oxygen is available in strategic areas to assist students and staffs manage a medical
emergency situation.
Student and Staff Vaccinations
All students, faculty and staff are vaccinated with Hepatitis B before start of clinical duty.
A Titre is taken every five years to determine degree of immunity. A booster is given once
immunity level is below standard.
An optional flu vaccine is also available for those students and staff wanting to get the flu shot,
free of charge.
All students and entire EUC community are required to take the 2‐dose COVID‐19 vaccination
series followed by a booster or 3rd shot after six months from the second dose.
Safety
EUC has maintained contracts with accredited providers in Dubai to maintain University facilities
that meets UAE Health Regulations: These contracts are as follows:
1) Waste Management Contract ‐ deals with the appropriate disposal of all clinical and
chemical wastes generated by during students’ clinical practice.
2) Pest Control – deals with ensuring that EUC is pest‐free.
3) Flater Contract – ensures water supply to EUC facility is regularly treated, cleaned and
maintained.
4) Water tests Contract – ensures that water used for student clinical training meets
regulatory standards.
5) Fire Contract – ensures that all firefighting equipment’s in EUC are well maintained and
reliable in times of fire.
Provision of essential supplies for Infection Control
Student are provided with the essential supplies and disposables they need in the conduct of
their clinical rotation to ensure proper infection control measures are in place, these include the
provision of the following:
 isolation gowns
 clean and sterile gloves
 face masks / N95 respirator
 face shield
 protective eye goggle
 head cap
Infection Control training is also part of the Student Orientation course.
Sick Leave
A student can apply for a sick leave for a maximum of 15 days any time within the calendar year.
A student who misses a lecture or an exam for medical reasons will have to present a medical
report to the Student Affairs Office. The original sick leave is required (not a copy).

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: STO6VPO1
CAA Standard:
Responsible:
Student Affairs
6.v Academic Advising Policy Cross Reference: Student Handbook;
Catalogue; PPM

Purpose:
Purpose of this policy is to provide academic support and services to students in order to
enhance academic learning and to ensure that students proceed smoothly toward graduation,
receiving the necessary help in the most appropriate manner in order to improve their academic
success with advice from experienced teachers.

Applicability:
This policy applies to all forms of academic support and advising rendered to students for the
entire duration of the academic life in EUC.

Academic advising is a responsibility assigned to faculty members that entails providing students
with ongoing advice on how to improve their academic standing by reviewing their study
objectives and selecting relevant courses.
Academic Advisor is a member of the faculty who is responsible for providing academic guidance
to a group of students.

Policy:
Academic advice is an important part of the learning process. Advisor‐student sessions should be
conducted at least twice per semester. Academic advisors are assigned to students and are
responsible for assisting them in acquiring a well‐balanced education as well as understanding
policy and protocols.

Advisors advise and actively urge students with low academic performance or who are on
academic probation to take the required actions to improve their academic performance in
order to avoid failing courses and boost their GPA.
Some students who are facing academic dismissal may be eligible for a semester of repeat,
which is described as a semester in which they can only repeat classes that they have failed. The
adviser will recommend this in collaboration with Student Affairs.
Students who are at risk should be regularly observed by their academic advisor and, if
necessary, counselled by the student counsellor.

Approval:

Review Log:



PROCEDURE #: STO6VPO1‐PR1
CAA Standard:

Responsible:
Student Affairs
6v Academic Advising Procedure Cross Reference: Student Handbook;
Catalogue; PPM

Purpose:
To ensure academic advising process is structured in such a way that goals and concept of
academic advising is achieved as a partnership between the student and academic advisor.

Applicability:
This procedure applies to all forms of academic support and advising rendered to students for the
entire duration of the academic life in EUC.

Procedure:
To activate the academic advising process in the Colleges, the procedures are designated in
accordance to the roles and responsibilities as follows: The advising process is assigned in
conformity with the roles and duties of college academic staffs involved:
Director of Student Services‐
 Oversees the College's academic advising efforts.
 Creating an academic advising plan for the year.
 Approve departmental academic advising activities.
 Monitoring the academic progress of students on academic probation by developing a
plan for the student.
 Collaborating with academic departments to establish a feasible method of monitoring
student advising.
 Reports to the Chief Executive Officer on a regular basis preferably at semester end to
assess academic advising in EUC.
 Review academic advising approach and provide recommendations for improvement to
the Academic Advisory Committee.

Academic Advisor‐
 Acquire a working knowledge of academic regulations and graduation plans.
 Offers students advise and help on how to improve their learning abilities and overcome
any academic obstacles that may be impeding their progress.
 Gives academic advice and consultation within the hours designated for academic
advising.
 Utilizes a follow‐up form to track pupils' academic progress.
 Adheres to individual and group counselling procedures.
 Meets with students to discuss the course of study as well as the most significant articles
of the academic regulations.
 Develops a strategy to improve progress of students under academic probation.
 Meets with students at least twice during the academic semester to ensure that they are
on track academically.
 Maintains a hardcopy or electronic file for each student's academic advising
 Keeps academic and personal information about students private.
 Maintains a record of academic progress.
 At the end of each academic semester, reports to the academic advising coordinator on
the progress of the academic advising process.
 Refers the student to a student counsellor if the student is experiencing non‐academic
difficulties.
 Preparing a report on each group meeting or individual supervision meeting, submitted
to the academic advising coordinator that includes the percentage of students’
attendance at the meeting, the most important points discussed, the percentage of
achievement of the meeting’s prior goals, the most important problems that have been
solved, recommendations and matters that should be resolved at academic advising
coordinator or the college level.

Academic Advising Coordinator‐
 Supervises the academic advising process
 Conducts workshops for incoming faculty members in the department to acquaint them
to the College's academic advising strategy.
 Collaborates with the Student Affairs Department by appointing academic advisers for
new students, taking into account the academic advising load and must not exceed 10
students per academic advisor.
 Notifies academic advisers of the revised list of academic advising before the first day of
school and informs the student of updated list.
 Creates a strategy for following up on and improving the academic performance of
students on academic probation.
 As part of the end‐of‐semester report, prepares an academic advising report and delivers
it to the Student Affairs Department.
Student‐
 Must know the academic regulations and graduation criteria at EUC.
 Must be familiar with the Academic calendar.
 Maintains communication with the academic advisor by attending to scheduled meetings
in case student assistance is needed.
 Must carry out accepted recommendations and procedures given by the academic
advisor.
 May be requested to evaluate the academic advising system.
 Responsible for the attaining all requirements for graduation as stated in the study plan.

Our Advisors:
semester/Batch # Of Academic Advisor Email
Students
Semester 6 4 Dr. Ahmad Ismail ahmad.ismail@euc.ac.ae
Semester 5 4 Dr. Gabriel Dolci gabriel.dolci@euc.ac.ae
Semester 4 7 Dr. Lana Dalbah lana.dalbah@euc.ac.ae
Semester 2 5 Dr.Mais Medhat mais.medhat@euc.ac.ae

Related Forms and Attachments:
Appendix 1: ST06vPO1 –PR1‐FR1

Group Advising Form (1)
Meeting Number (___)

Academic Advisor Name: ……………………………………………………… Academic Year / Semester ………………….…………
Program Level…………….…….………. Number of Students in the counselling group………………………….………….
Date………………………………………………………………….
S.N. Student Name Signature
1
2
3
4
5
6
7
8
9
10
Academic advising meeting topic
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------
The outcome of the academic advising meeting:
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Academic advisor recommendations:
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------------------------------------------------------------------------------------ -
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------- ----------------------------------------------------------------------

Academic advisors’ signature: ....................................................................................

Note: The form is filled out in print and a copy signed by the academic advisor is handed over to
the academic advising coordinator


Individual Advising Form (2)
Meeting Number (___)
Academic Advisor Name: ……………………………………………………….…… Date of advising……………………………………………….
Student’s name: ………………………………………………………........................... Student Number……………………....................………
Academic Year / Semester ………………….………… Program Level…………….…….……….
Subject of the advising meeting:
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
.............................................................................................................
Academic advisor recommendation:
......................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
...........................................................................................................................
Student's signature Academic advisor's signature
the academic advising coordinator



Academic Advising Follow‐up Form (3)
Reference Meeting Number (___)

Academic Advisor Name: ……………………………………………………….…… Date of advising……………………………………………….

Group advising □ Individual advising □

Previous advisor recommendation/s implemented and sustained:
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
.............................................................................................................
Present status: Need further follow‐up: Yes _____ No ______
......................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
...........................................................................................................................
Student's signature Academic advisor's signature
the academic advising coordinator. Attach attendance sheet if Group advising follow‐up.


Approval:

Review Log:

Version 1 Dean/01 September 2007 Initial
Version 2 CEO /Date

POLICY #: ST06WPO1
CAA Standard:
CAA Standard 2019 Annex 3 (6w)
Responsible:

Student Affairs
6.w Student Academic Integrity Policy Cross Reference: Student Handbook;
Catalogue; PPM

Purpose:
● To ensure that the expectation of academic integrity is established and communicated to
European University College (EUC) students during the first semester of classes.
● To ensure correct citation of sources while also respecting and sustaining the value of
scholarly dialogue.
Applicability:
This policy is applicable to all research theses and selected class work, articles and assessments
and any other student outputs submitted for academic credit. Students must always be vigilant
in distinguishing their own ideas and knowledge from those received from source materials.

This policy does not apply to decisions of alleged academic integrity infractions by professors or
staff. This policy has processes that provide a reasonable opportunity for students accused of
violating it.

Academic integrity refers to the fact that one's work is the result of one's own endeavours, and
that someone doesn't gain or offer unlawful aid in any undertaking.

Policy:
European University College (EUC) is dedicated to academics and research with high standards,
truthfulness, commitment, and ethical behaviour. EUC is “zero‐tolerant” toward academic
disintergrity.
Academic integrity violations impair the learning experience, undermine the significance of
grades, devalue previous and present students' accomplishments, and ruin the college's
reputation for all of its members.
For alleged student infractions, EUC commits to a right to a fair trial and settlement. The student
is entitled to file an appeal against the verdict.

Approval:

Review Log:

PROCEDURE #: ST06WPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6w)
Responsible:
Student Affairs
6.w Student Academic Integrity Cross Reference: Student
Handbook; Catalogue; PPM
Procedure

Purpose:
The purpose of Student Academic Integrity Procedures is to define the process of addressing
situations where a breach in Academic Integrity has occurred at European University College
(EUC).

Applicability:
This procedure applies to EUC student academic integrity where breaches may have occurred.
Procedure:
1. At the beginning of each semester, faculty members will inform and/or remind the
students about the Student Academic Integrity Policy of EUC.
2. All research theses and selected assignments will be submitted into the TurnItIn
plagiarism software for similarity checks, including but not limited to written works,
assignments, reports, graduation projects, and so on.
3. When submitting course work, the student will attach the Turnitin plagiarism software
similarity report to the student work, assignment, any requirements for graduation and
thesis.
4. The Turnitin similarity score for any course work must not exceed 15% after excluding
reference or bibliography lists.
5. A total similarity percentage greater than 15.0% from all documents (excluding reference
or bibliography lists) will be considered plagiarized (unless justified as stated in item‐5
above) and will be subject to the penalties stipulated herein.
6. The Turnitin Similarity Index Threshold is set at the following parameters:
● Bibliographies, references, illustrations, mathematical formulas will not be
checked for similarity.
● Similarity checks will not be performed on small matches of up to 12 words.

Penalties for Plagiarism (greater than 15.0% similarity index unless justified)
A. Academic: The instructor will decide the academic penalty for the course. The maximum
penalty is a "F" grade in the course. The following are just a few examples of fines that
could be imposed:
1. a formal warning;
2. repeating the assignment;
3. extra course‐related assignments;
4. a decreased grade for the assignment (even a F);
5. a lower course grade (even a F);
6. dismissal from class for a limited period of time;
7. expulsion from class for the rest of the semester;
8. filing an incident report with the Office of Student Affairs about the event; and
9. reporting infractions to civil authorities for possible legal action.

B. Disciplinary: If the Student Affairs Office (SAO) deems that the student has committed a
recurring infraction of the Academic Integrity Code, the matter will be forwarded to a
Student Conduct Committee for disciplinary action.
C. Second Violation: If a Student Affairs Office concludes that the student has committed a
second offense, the student will be disqualified for all future academic distinctions and
recognitions, including Chief Executive Officer's Lists. A Student Affairs Office's ultimate
consequence is expulsion from the College and, for students whose infraction is
discovered after graduation is degree cancellation.
D. Third Violation: The student will be expelled from the College or their degree will be
revoked by the Student Affairs Office.
All decisions regarding the penalty will take into account the following factors
a. the type and gravity of the infraction
b. the harm or damage caused by the wrongdoing;
c. the motive and mental state of the student at the period of the infraction;
d. the history of disciplinary action taken against the student; and
g. the student's manner and disposition after the offense.

When a faculty member has reasonable cause to believe an assignment has been compromised
academically, the following measures should be followed:
 Collect evidence to substantiate dishonesty such as copies of assignment; citations for
and plagiarized references. If plagiarism cannot be proven, the faculty member should
meet with the student to gather more sources and to ascertain the student's knowledge
of the submitted student work.
 The meeting with the student should include topics to further ascertain or disprove
plagiarism has been committed:
1. explain the evidence that proves dishonesty;
2. pay attention to the reaction of the student;
3. go over what academic dishonesty is, why it's bad, and how to correctly cite
sources; and
4. Talk with the student about the college's academic integrity policies and processes.
 Determine the sanctions after speaking with the student, assuming this is a first
infraction. For first time student offender, faculty member must inform the
consequences of the offense. The faculty member will provide the student of the
submitted confidential report to the Student Affairs Office (SAO). Confidentiality of all
those involved in the event is protected at all times. Student names should be blocked
out in the report.

The following documents are required for submission to SAO and Chief Executive Officer
▪ completed Allegation of Violation of Academic Misconduct Form;
▪ the student work;
▪ sources of the plagiarized student work;
▪ Similarity score report from Turnitin.
 a copy of the submitted documents are put on file for college records.
 The student may comment or file an appeal after getting a copy of the violation report
and submit it to the Student Affairs Office.

Appeals Procedure for Academic Integrity (except disciplinary suspension):
1. A student has ten days from the date of receipt of the decision to file an appeal.
2. A student who wishes to lodge an appeal to the decision that impacted his or her
standing at the College, other than disciplinary suspension, should first appeal to the
faculty or staff member who made the decision.
3. Within seven days of receiving the appeal, a decision will be made.
● If the student is not contented with the decision, student may further raise
his/her concerns to the appropriate supervisor or program director.
● If the student is still dissatisfied with the director's decision, he or she may appeal
to the Chief Executive Officer.
4. No further appeal can be made by the student after the decision of the Chief Executive
Officer has been made.
For each student for whom at least one violation report has been made, the Student Affairs
Office will provide a summary of all violations on all classes and semesters This will allow us
better understand the penalty in cases when there have been many instances of plagiarism.
Responsibilities:
Students:
● Students must follow the requirements as outlined in the course syllabus for each subject.
● Students are required to know how to use sources and are responsible for learning the
necessary forms of citation.
● Before preparing or submitting academic work, students should confer with their
instructor.
● Students are held accountable for knowing all the material at the end of the semester.
Faculty:
● Faculty must set expectations around class participation and assignments. Academic
Integrity policy is communicated during the student orientation and prior to any start of a
course work or activity.
● Faculty may sometimes be unable to spot check written assignments. Students who do
not properly finish the required assignment are required to redo the entire activity or a
sanction can be decided according to the policy.
● Faculty must consider how much grade weight is allocated to assessments.
● Implement a Teacher Review. The teacher may do any of the following:
● Review students’ eNotes.
● Interview students about the key content, including asking them specific questions
they have already answered in the lessons to ensure they really did the work.
● Spot‐checking open‐ended questions in the assignments to ensure students truly
answered the questions.
● Use of plagiarism software.
IT Department:
The IT Department may do any of the following:
 Implement an account restriction
When activated, account restriction can block students from accessing E‐assessments.
 Implement remote access software
The remote access software will allow the proctor to see the examinee's screen while
taking the exam to make sure only the assessment screen in opened.
 Implement an additional external camera during assessment examinations
Camera must be able to capture the computer keyboard, student hands on the computer
and frontage while the built‐in camera will focus on the student face and background.

Plagiarism Detection Software
To verify the authenticity of student work, EUC uses Turnitin, web‐based plagiarism detection
software. This software assists faculty to verify student work. It can be a deterrent for students
to commit plagiarism, but also as a teaching resource for student to learn how to use sources
and enhance their paraphrasing and quoting abilities.

The following recommendations are offered in an effort to develop a clear but
versatile framework to aid teachers and the committee in the critical duty of awarding sanctions:
Training:
 IT department shall conduct software training to all faculty members. Any new faculty
member will have the training at the beginning of the academic calendar.
 Faculty members shall provide the software training to students at the start of classes on
how to use plagiarism software.
These definitions include the general range of violations in academic integrity and do not
constitute the entire range of conduct.
1. Plagiarism (from the Latin plagiarism, an abduction, and plagiary, to steal) is portraying
someone else's intellectual output ‐ concepts, facts, literature, and reasoning – as your own.
It is the deliberate use of someone else's work as one's own without proper attribution of
the source. When the ideas or facts are common knowledge, the necessity to acknowledge
sources is waived.
Forms of Plagiarism
At EUC, we recognize a variety of types and degree of plagiarism, all of which are prohibited in
submitted work. The following broad definitions apply unless a faculty states differently.
a. Minimal plagiarism:
● insertion of identical words containing 2‐3 distinct words;
● Rather than rewriting the entire sentence, replacing synonyms into the original
sentence;
● arranging the clauses of a sentence in a different order;
● Utilizing the ideas in a thesis, logic of a source.
b. Substantial plagiarism
● insertion of identical words containing longer passages;
● composing a paragraph by merging translated sentences and original sentences;
● doing mild plagiarism on a regular and widespread basis.
c. Complete plagiarism
 providing or delivering a whole published or unpublished work by someone else;
 writing up, with or without the knowledge or approval of another student's work
for an assignment;
 utilizing information from an outdated assignment on file;
 obtaining a thesis on the internet;
 Purchasing a thesis using a mail order service or a website;

2. Cheating is defined as the deliberate or intentional use of unapproved materials, data,
records, study materials, or other devices in any academic pursuit, as well as the unauthorized
transfer of information during an academic activity The following are some examples of
cheating:
● obtaining answers from a student's exam;
● during an examination, conversing in any manner with another student without the
faculty's consent;
● using unapproved materials or gadgets an exam without the faculty's consent;
● taking hold of an examination paper before its distribution during the examination day;
● Partnering with other students on a take‐home examination or homework, or other tasks
without the approval of the faculty.
4. Fabrication and falsification are the deliberate and unlawful change of any data or citation in
an academic assignment. Falsification is the act of modifying information, while fabrication is the
act of generating or counterfeiting information for use in any academic exercise. Examples of
fabrication and falsification are as follows:
● fabrication of data: making up or misrepresenting data from a laboratory experiment,
field research, or other undertaking;
● fabrication of a citation: making up a reference for a research paper or other endeavour;
● Changing a graded assignment: Changing a graded examination, paper, homework, or
other project and submitting it again to the faculty to claim a grading error.
5. Abuse of academic materials includes rendering library or other academic resource material,
including equipment by making it inaccessible by damaging or stealing. Violations may be
reported to civil authorities for criminal prosecution.
6. Installation of a computer virus ‐ rendering computer software and/or databases inefficient or
useless, or destroying them by the installation of a computer virus.
7. Deliberately or consciously assisting or attempting to assist another in committing an act of
academic misconduct is known as complicity in academic dishonesty. Examples are as follows:
● Duplicate Work: presenting a paper or other project to multiple courses without the
faculty’s approval. Each subject requires students to create unique work. For each
subject, students are asked to create original material. A student should not submit
identical or comparable papers or projects in two distinct courses (in the same or
different semesters).
● Facilitating Academic Dishonesty: aiding a student to commit academic dishonesty. For
example:
● composing a paper or other project for a classmate;
● Allowing another student to take a copy of one's exam, coursework, homework,
or other tasks.

Appendix 1: Allegation of Academic Misconduct Notification Form (ST06WPO1‐PR1‐FR1)
Appendix 2: Resolution Form (ST06WPO1‐PR1‐FR2)

Appendix 1:
Allegation of Academic Misconduct (Notification Form)
(This form must be sent within 10 days of discovering the potential for academic misconduct)

Student: ……………………………………………….………………….………………………………………. Student Number: ………………………………….
Course: ……………………………………………….……… Term: ……………………………….……… Date: ……………………………….………

Alleged Violation (check below):
□ Aiding/ Abetting □Cheating □Fabrication & Falsification □Plagiarism
□Violating Ethical/ Professional Standards □ other, specify

Description of the Alleged Misconduct:

Instructor Recommended Sanctions (check all that apply):
1. A formal warning.
2. Repeating the assignment
3. Extra course‐related assignments
4. A reduced grade (including F) for the assignment
5. A reduced grade (including F) for the course.
6. Temporary dismissal from class.
7. Dismissal from class for the remainder of the term.
8. Placing a record of the incident in the Office of Student Affairs
9. Referring violations to civil authorities for prosecution under the law

Additional Instructor Options (check all that apply)

____Resolution via meeting with Student Affairs Manager
____Instructor Requests Review Meeting with Student (Must be scheduled within five days of
student’s receipt of Notification Form)

Instructor Signature:

***************************************************************************

Student Response (Notification Form): I ……………………………………………. (Initial one below)

_________accept responsibility and agree to my instructor’s recommended sanction(s);

_________accept responsibility but challenge my instructor’s recommended sanction(s) and
request a meeting with my instructor (must be scheduled within five days of instructor’s receipt
of Notification form back from student); OR

_________deny responsibility and request a meeting with my instructor (must be scheduled
within five days of instructor’s receipt of Notification form back from student)

By signing below, I affirm that I understand my rights and have made my decision knowingly and
voluntarily.

____________________________
Student Signature
Student Number
Date

___________________________________
Print Email Address / Phone

Return this form to the instructor within 5 business days by _______________
If student accepts responsibility and instructor’s recommended sanctions, within five days of
student’s acceptance, the instructor must provide a copy of Notification Form to the Student
Affairs Office (SAO). The incident is resolved upon completion of sanctions. If student fails to
respond or still disputes findings or sanctions after meeting with their instructor, then Resolution
Form will be initiated. Instructors must refrain from entering a final grade in the course until the
incident is resolved.

Appendix 2:
Resolution Form

Student: ……………………………………………….………………….……………………………. Student Number: ………………………………….
Course: ……………………………………………….……… Term: ……………………………… Date of Resolution: …………………………

Resolution for Violation (check below):
□ Aiding/ Abetting □Cheating □Fabrication & Falsification □Plagiarism
□Violating Ethical/ Professional Standards □ other, specify

Description of the Resolution:

Instructor Signature:

**************************************************************************
Student Response I, ……………………………………………………… (put initials below)

_________accept responsibility and agree to my instructor’s recommended sanction(s);

_________deny responsibility and request a meeting with the Chief Executive Officer (must be
scheduled within five days of student’s receipt of the resolution)

By signing below, I affirm that I understand my rights and have made my decision knowingly and
voluntarily.

____________________________
Student Signature
Student Number
Date

___________________________________
Print Email Address / Phone

Return this form to the instructor within 5 business days by _______________
If student accepts responsibility and instructor’s recommended sanctions, within five days of
student’s acceptance, the instructor must provide a copy of Resolution Form to the Student
Affairs Office (SAO). The incident is resolved upon completion of sanctions. If student fails to
respond or still disputes findings or sanctions after meeting with their instructor, then Resolution
Form will be initiated. Instructors must refrain from entering a final grade in the course until the
incident is resolved.

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06XPO1
CAA Standard:
CAA Standard 2019 Annex 3 (6x)
Responsible:
Chief Executive Officer/ Student Affairs
6.x Student Appeals Policy Cross Reference: Student Handbook,
Catalogue; PPM

Purpose:
To give a clear set of principles in relation to student appeals.

Applicability:
This policy applies to all students and staff of European University College (EUC).

None

Policy:
European University College (EUC) is focused on delivering a healthy, secure, and effective
learning environment for its students. The College realizes, however, that judgments made by
the College and its employees may have an unfavourable effect on students from time to time,
and that students may choose to appeal such decisions. EUC will handle any student appeals in a
way that is consistent with the values of fairness, equal opportunity, and due process while also
contributing to the College's caring and equitable learning environment.
Students who file an appeal, as well as professionals who handle or support appeals, can get
clear and accurate advice and guidance from EUC.

EUC is committed to an appeal process that is:
● a process that is unbiased, honest, just;
● transparent and consistent;
● timely resolution of appeals; and
● keeping all parties up to date on the status of the case
● respectful of the privacy and confidentiality of others

Staff and students are expected to participate actively, honestly, and in good faith in the appeal
process in order to find a mutually satisfying outcome. Any student who makes a joke or
provoking a claim through the appeal process may face disciplinary action.
The College reserves the authority to refuse to continue an appeal in some instances, such as
when another process would be more appropriate or when the student lacks adequate reasons
to file an appeal.

Approval:

Review Log:



PROCEDURE #: ST06XPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6x)
Responsible:
Chief Executive Officer / Student Affairs
6.x Student Appeals Procedure
Catalogue; PPM

Purpose:
To provide details on how to appeal a decision at European University College (EUC).

Applicability:
This procedure applies to all appeals lodged by students.

Procedure:

Conditions for Appeal
If the applicable document specifies a right of appeal, appeals may be filed against decisions
made under EUC Policies or Procedures or legislation.
Types of Appeals
Legislation‐based Appeals:
 Dispute to a decision process.
 Reconsideration of a final grade;
 Special consideration;
 Student discipline (including cheating, undue advantage and plagiarism);
 Assessments;
 poor progress;
 Restrictions;
 Admittance, enrolment, transfers, and cancellation;
 Coursework;
 Cost and expenses

Appeals filed under Policies and Procedures section:
 Abuse;
 Prejudice;
 Assault;
 Confidentiality; and
 Action that has a significantly unfavourable impact on a student.
If a student is unsatisfied with a decision made under legislation, policies, procedures, or any
other formal process that specifies an internal appeal process, the student must use the
appropriate procedure if they intend to pursue an appeal.

Appeals of Grades
Students have an equal opportunity to dispute any course's final grade if the following
conditions are met:
1. Within 15 calendar days of the final grades being announced, the appeal form is completed
and sent to the office of admission and registration.
2. The appeal form is sent to the Program Director by the admissions and registration office, who
will respond within seven calendar days.
teaching the course. The committee reviews the answer sheet to make sure of fair grading,
recording, and calculation of grades for different questions of the examination, and submits its
recommendation to the Program Director who forwards it to the Chief Executive Officer for final
approval of the grade.
4. A student who is unsatisfied with the decision of the Chief Executive Officer may appeal to the
Chair, Board of Trustees who reviews the case and makes a final determination within one week
of the appeal submission.
Grade Changes
When it becomes necessary, for any reason, to revise a student's grade that has already been
submitted to the Admission and Registration Office, all faculty members will follow the
procedure outlined below.
1. A course's grade must be based only on work completed before to the end of the semester,
including the final exam. Only in the event of errors in computing or recording grades are
grade corrections permitted.
2. When correction is initiated by the faculty teaching the course based on their review, the
intended grading adjustment as well as an acceptable clarification will be given by the
concerned faculty member to their Program Director.
3. In the case of change of grade resulting from grade appeal by the student, the grade appeal
committee formed by the Program Director will submit its recommendation to the Chief
Executive Officer.
4. If the request is approved by the Chief Executive Officer approves the recommendation of
the grade appeal committee, or the Chair, BOT in the case of a student appealing against the
Chief Executive Officer's decision, the Chief Executive Officer will submit the change of grade
to the Admission and Registration Office, who will make the necessary changes to the
student's record and notifies the student and faculty member.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06YPO1
CAA Standard:
CAA Standard 2019 Annex 3 (6y)
Responsible:
6.y Student Grievance Policy Affairs
Cross Reference: Student Handbook.
Catalogue, PPM

Purpose:
To ensure that all students are treated fairly and equally, and to keep administrators, instructors,
and staff responsible for following the policies and procedures of European University College
(EUC).

Applicability:
This policy applies to all EUC student complaints.

A student grievance is a complaint about the understanding, implementation, or wrongdoings of
college policies and procedures by the student. It is a documented complaint filed by a student
in response to the College's or any of its faculty, administrators, staff, or students' alleged
misconduct.

Policy:
European University College (EUC) is committed to resolving student grievances and complaints
in a fair, orderly, and expeditious manner.
EUC has established informal and formal procedures for settling student grievances.

Approval:

Review Log:



PROCEDURE #: ST06YPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6y)
Responsible:
6.y Student Grievance Procedure ff
Catalogue; PPM

Purpose:
To provide a procedure for an unbiased investigation of student‐initiated issues, as well as to
ensure that EUC students' rights are appropriately acknowledged and safeguarded.

Applicability:
This procedure applies to a student complaints and grievances.

Procedure:
While EUC employees are ready to speak with you about any academic issue, only grievances
alleging a breach of a specific College rule, regulation, policy, or practice will be considered for
formal review, as detailed below. All students have access to a grievance procedure if they have
a complaint that:
 suspected infraction of a college policy or procedure;
 cannot be resolved by other College grievance policies and processes;
 Accusations of discrimination based on gender (including sexual harassment), race,
ethnicity, religion, or gender identity.

There are a variety of options available accessible to students who believe they have been
treated unfairly. Students should try to address problems informally first, with few exceptions. If
the matter cannot be resolved informally, the student may be allowed to submit a formal
complaint.
Any EUC student who wishes to settle a grievance regarding possible violations of any of EUC's
written policies by any member of the College community while working in an official position
(e.g., faculty member, administrator, or staff member) must follow the Student Grievance
Procedure.
Students will be informed of the College's complaints and grievance procedures and rules, as
well as student support resources, throughout their orientation and induction programs.
When filing a complaint or grievance, a student must clearly describe the problem, provide all
relevant information in an organized manner at the time of filing the complaint or grievance,
participate with the complaint review or investigation, and treat personnel with civility and
courtesy.
In the event of abusive behaviour, intimidation, or risks to the welfare of employees or others,
the College may limit or terminate the handling of a complaint or grievance.
Student complaints and grievances will be taken seriously, sensitively, and promptly, and
will be discussed exclusively with those who are directly involved in the issue or who can
provide expert assistance.

Phase One: Attempt to Resolve the Matter Through Informal Resolution:
Direct Discussion: Students who wish to file a grievance regarding possible violations of the
College's policies must first contact the person liable for the grievance (respondent) within
twenty (20) working days of the occurrence of the grievance or the time they could reasonably
have learned of such occurrence, and seek to resolve the grievance informally.
Informal Mediation: The Faculty adviser for the class, through the class representative, shall
arrange for a meeting of the parties, attend such meeting(s), and seek to assist in the resolution
of the grievance at the request of the complainant or respondent.
Advisement: Students who are unsure how to continue should consult the Program Director and
Student Affairs Manager, who will identify the right individual and assist with the grievance
settlement.

Phase Two: Formal Review
(If the problem was not remedied during Phase One) Note: College policies allow Academic
Programs to change the specific processes used in this phase as long as the essential parts are
maintained.
Filing of a Written Complaint: A student may seek review by filing a written complaint to the
Program Director, the respondent, and the Student Affairs Manager if the grievance is not
resolved informally within fifteen (15) working days after the grievant contacted directly the
appropriate person to attempt an informal resolution. The letter must be written within twenty
(20) working days of the grievant first direct interaction with the respondent (the person he or
she believes is to blame for the issue). The grievant must include the following information in his
or her letter of complaint:
 The alleged violation of a specific written College policy
 A summary of the circumstances and evidence that support the alleged infraction
 A description of the remedies sought by the complainant
Appointment of an Appeal Officer: The Chief Executive Officer will be the Appeals Officer
whenever a problem occurs from an academic program or educational activity at EUC. The
Appeal Officer shall be the highest‐ranking College officer other than the Chair of the Board of
Trustees. The following is what the appeal officer must do:
 Set a meeting with the complainant;
 Set a meeting with people as he sees fit for the goal of gathering information and
attempting to settle the issue
 provide the grievant, the respondent, and the Office of the Chief Executive Officer with a
written decision on the merits of the case.

Phase Three: Review of the Appeal Officer’s Decision by the EUC Judicial Board
The judgment of the Appeals Officer may be appealed to the College Judicial Board by
either the student grievant or the responder. The steps are as follows:
Request for a Review: Within ten (10) working days of obtaining the written judgment
from the College appeal officer, the appellant must submit both the written decision and
a letter of complaint to the Chair of the College Judicial Board.
Action by the College Judicial Board: At this time, there will be no hearing. Rather, the
College Judicial Board Panel is established to investigate the complaint as well as the
written materials from the original college appeal. The College Judicial Board may take
the following actions based on its evaluation of the written materials:
 Reject the appeal on the basis that the letter of appeal lacks specific documented policies
or procedures to which the grievant was right but was claimed to have been denied
considerably during the previous stages of the process.
 Reject the appeal if it is determined that, while the grievant allegations are valid, the
facts/actions do not constitute a breach of the stated policies or procedures.
 Propose effective and equitable corrective actions that might be taken to remedy any
procedural or policy deviations that the Panel believes may have occurred during the
previous rounds of the process.
 Reach the conclusion that a new College Judicial Board hearing on the entire case should
be held.
The Review Board must issue a written resolution within thirty (30) working days of the panel's
formation, including copies to the grievant, respondent, and Chief Executive Officer (CEO).
Findings of evidence, a summary of the policy allegedly infringed, an opinion on the legitimacy of
the grievance, and, if needed, remedial measures must all be included in the judgment.
If the College Judicial Board determines that a further hearing is necessary, it will perform
whatever procedure it considers necessary, but it will not examine any issues not addressed in
the written complaint.

The College Judicial Board may allow the grievant to submit a revised complaint if the committee
believes the grievant did not have access to the information needed to make his or her
complaint comprehensive when it was first submitted.
Both sides will have access to all committee documentation and will have the opportunity to
question all witnesses.
It will not make public sessions unless both sides and a majority of the committee members
agree, and it will not undertake them unless all members are present.
Before the committee, the grievant may be accompanied by another person.

Phase Four: Final Review by the Chair, Board of Trustees
The Chair, Board of Trustees, may examine and alter any aspect of the College Judicial
Board's decision that asks for remedy for the grievant (BOT).

Within fifteen (15) working days of receiving the judgement, the Chair of BOT must act on
the Judicial Board's remedial suggestions, if any.

The Chair's decision on the appropriate resolution and whether the Judicial Board
correctly established the College policy shall be written and final, with final copies issued
to the grievant, respondent, and Appeal's Officer (Chief Executive Officer).

Time Limits: The Office of the CEO may provide a ten (10) working day extension of the time
constraints under this grievance procedure.
Record‐keeping: Copies of the complaint, amendments, decisions of the hearing committee and
CEO must be retained by the Office of the CEO for five years after the year the grievance was
resolved.

None

Appendix 1: Student Grievance Procedure Grievance Form ‐ Appeal to College Judicial Board
(ST06YPO1‐PR1‐FR1)

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: ST06ZPO1
CAA Standard:
CAA Standard 2019 Annex 3 (6z)
Responsible:
6.z Alumni Relations Quality Assurance

Purpose:
To establish a clear line of communication with our Alumni.

Applicability:
This policy applies to all alumni of European University College (EUC).

Alumni –are former students of the college and have graduated from an academic program of
EUC.

Policy:
EUC commits those clear lines of communication are established with our alumni.
It is essential that all alumni of EUC should receive proper communication standards to ensure
our alumni receive these appropriately. Alumni communications may come in the form of email,
notices, website information, newsletters, surveys, official SMS, official announcements through
social media platforms like the social media pages for colleges.

Alumni activities may include activities for professional development, like conferences, training
seminars etc that can also create a suitable networking infrastructure. Surveys can be initiated to
assess employability of graduates and need for professional enhancement.

All types of communications must be approved by the Student Affairs Office in coordination with
the Marketing department.

The Student Affairs Office shall maintain an updated alumni database and provide appropriate
allocations of staff time in alumni relationship development.

Approval:

Review Log:



POLICY #: ST06ZAPO1
CAA Standard:
CAA Standard 2019 Annex 3 (6za)
Responsible:
Student Affairs
6.za Student Scholarship and Financial Cross Reference: Student Handbook,
Catalogue; PPM
Assistance Policy

Purpose:
This policy is intended to encourage and support more able and higher performing students at
European University College and to attract talented students from the wider community.

Applicability:
New student registrations are eligible for a student scholarship and financial aid based on
academic merit as judged by academic success in the graduate course.

None
Policy:
A formal application process is created for student scholarship and financial assistance and has
mechanisms for reconciling scholarship and financial assistance accounts and balances.
3.1 EUC provides its students with a number of scholarship and financial support
opportunities.
3.2 All decisions on student financial aid are taken according to the availability of resources.
3.3 The scholarship and financial assistance application procedure to any EUC program is
separate from the admissions application.
3.4 Guideline for Financial Assistance:
● Financial aid will be granted in full as soon as possible, and the amount will be
amended to reflect any changes in the students' circumstances.
● Student loan repayments will be tracked through a flexible approach, and all
required assistance will be provided to ease the burden of student debt.
● Students who are going through big life upheavals will be given emergency aid
and mental health support.
● Students from places hit hard by the COVID‐19 outbreak will be given extra
attention.
3.5 Guideline for Scholarship:
● Student scholarship will be provided in a timely manner.
● Academic criteria (CGPA) should be maintained in order to maintain scholarship
status.
Approval

Review Log:



PROCEDURE #: ST06ZAPO1‐PR1
CAA Standard:
CAA Standard 2019 Annex 3 (6za)
Responsible:
6.za Student Scholarship and Financial Assistance Student Affairs
Procedure Cross Reference: Student Handbook,

Catalogue; PPM

Purpose:
To make eligible students aware of the EUC's student scholarship and financial assistance
programs, as well as to provide clear instructions on how to apply.

Applicability:
This procedure applies to all registered EUC student whose financial conditions may prevent
them from continuing their university education.
Procedure:
A. Scholarship Application Procedure:
 Student must meet certain criteria in order to be considered for a scholarship:
 must complete and submit a scholarship application form by the announced deadline,
 must receive an offer of full admission to EUC.
 Scholarship Limitations to Students must‐
 not have other scholarships;
 have a CGPA of 3.20 or better (on a scale of 4.0) in the graduate degree or its equivalent;
 continue to have a Good Academic Standing with a CGPA of 3.0 or better.
 Scholarship Determination Protocol
Types of Scholarship Schemes:
 Monthly stipends (for transportation, meals or house accommodation)
 Tuition Discounts
 Student Loan

The amount of tuition discount is decided by the applicant's cumulative grade point average
(CGPA) as follows:
 3.25 ≤ CGPA 3.60: a ten percent discount on tuition
 3.60 ≤ CGPA < 3.80: 25% discount on tuition
 3.80 ≤ GPA: entitles the student a 40% discount on tuition
The World Education Services data is used to guide conversions from other systems to EUC letter
grades.
 Scholarship Remittance
Scholarship is:
 Each semester, it is credited fairly to the student's account at EUC as financial allocation
against the student’s tuition.

Scholarship payments will be discontinued if student‐
 Failure of the student to maintain a CGPA of 3.0 or better,
 Accepts other scholarships outside EUC scholarship,
 Drops out of the program,
 Undertakes an unapproved leave of absence,
 gets expelled from the university for academic or other grounds.
 Scholarship Approval
Scholarship is normally offered after receipt of the Acceptance Letter from EUC (either hard copy
or electronic version). Initial approval must be obtained from the Director of Student Services
and then by the Chief Executive Officer. This is subject to the Chairman of the Board of Trustees'
final approval. The Head of Finance department will be informed in writing in order to list the
discount on the tuition fee invoice.

How to apply for a scholarship:

Send application forms through email or mailed to the below address:
IBN Sina Bldg. 27, Block D 3F
Dubai Healthcare City
Dubai, UAE
Tel #: +971 4 362 4787
Email: admission@euc.ac.ae

1. Choose the Scholarship Scheme
2. Complete the Scholarship Application form
3. Be sure to include all of the relevant documentation.
a. IELTS /TOFEL Certificate: IELTS (minimum 6.0) or TOEFL (minimum 550)
b. A copy of your Acceptance Letter from EUC (either hard copy or electronic version)
c. Essay of personal achievements/ community services

B. Financial Assistance Procedure:

1. This type of assistance is given according to each individual case. The following criteria must
be met to be eligible:
 should not be on probation status,
 must be offered full admission to EUC.
 must submit a comprehensive financial support application by the specified deadline; and
 must provide evidence financial hardship as detailed in the required documents section.
2. Financial Assistance Limitations
 may not be in receipt of any other major financial aid in excess of AED 25,000 (excluding
any other EUC scholarship);

3. Financial Assistance Determination Protocol
Types of Financial Assistance Schemes:
 Monthly stipends (for transportation, meals or house accommodation)
 Tuition Discounts
 Student Loan

4. Financial Assistance Payments
Financial Assistance is:
 Each semester, it is credited fairly to the student's account at EUC as financial allocation
against the student’s tuition.

Financial Assistance payments will be terminated if the recipient:
 receives financial help from a source other than the EUC;
 Drops out of the program,
 Undertakes an unapproved leave of absence,
 gets expelled from the university for academic or other grounds.
5. Financial Assistance Acceptance
Assistance is generally given after receipt of the Acceptance Letter from EUC (either hard copy or
electronic version). Initial approval must be obtained from the Director of Student Services and
then by the Chief Executive Officer. This is subject to the Chairman of the Board of Trustees' final
approval. The Head of Finance department will be informed in writing in order to list the
discount on the tuition fee invoice.

How to apply for a financial assistance:

Send application forms through email or mailed to the below address:
IBN Sina Bldg. 27, Block D 3F
Dubai Healthcare City
Dubai, UAE
Tel #: +971 4 362 4787
Email: admission@euc.ac.ae

1. Choose Financial Assistance Scheme
2. Complete the Application form
3. Be sure to include all of the relevant documentation.
 Statement of Support or Salary letter or financial statement
 A copy of your Acceptance Letter from EUC (either hard copy or electronic version)
 Essay of personal achievements/ community services

None

Appendix 1: EUC Financial Assistance Application Form (ST06LPO1‐PR1‐FR1)
Appendix 2: EUC Scholarship Application Form (STO6LPO1‐PR1‐FR2)


Appendix 1: EUC Financial Assistance Application Form (ST06LPO1‐PR1‐FR1)

Appendix 2: EUC Scholarship Application Form (STO6LPO1‐PR1‐FR2)

Approval

Review Log:

Version 2 CEO /Date


PROCEDURE #:ST06ZB ‐PR1
CAA Standard 2019
Responsible:
Student Affairs
6.zb Procedure for the Certification of
Cross Reference: PPM, Student
Graduates Handbook

Purpose:
The EUC Board of Trustees has the final certification of all EUC graduates, a procedure is
required to move potential graduates through the administrative structure to ensure that all
graduation requirements are met prior to the submission of the graduates to the Board of
Trustees for approval.

Applicability:
This procedure applies to all graduating students of European University College.

Procedure:
 The student will apply for Graduation to the Director of Student and Alumni Affairs.
 The Program Director will inform the Director of Student and Alumni Affairs concerning
the list of students who have completed and satisfied the requirements for graduation
considering the below criteria:
‐ Passed the course curriculum requirements with a CGPA of 3.0 or higher.
‐ Passed the thesis defense. The Director of Student and Alumni Affairs will send a
clearance paper to the Manager of Finance to ascertain if there are pending fees.
‐ The Manager of Human Resources will provide the status of any pending student visa
clearance if applicable.
 The graduating students will be advised to obtain clearance from relevant units/clinical
after completing their patients’ photos and related documents in R4 and Dolphin.
 Quality Assurance will assist the Director of Student and Alumni Affairs in reviewing the
student degree plans to ensure that students have met all requirements for graduation.
The Director of Student and Alumni Affairs will submit results of the review to the
President.
 The list of graduates will be sent to the Board of Trustees by the President in order to
obtain final graduation certification.
 The Director of Student and Alumni Affairs will create a draft of transcripts and
certificates to be submitted to the Program Director. After obtaining approval, the draft
will be sent to the marketing department. The marketing department will send the
transcripts and certificates to the Director of Student and Alumni Affairs for review,
signature, and stamp.
 When the final transcript and certificates are done, the Director of Student and Alumni
Affairs will inform the graduates as to when they can collect their certificates. Graduates
will be asked to bring their passport sized photo for the transcript.
 Graduates must secure an appointment with Director of Student and Alumni Affairs and
submit all clearance forms in order to collect their transcript and certificate.

None

None

Approval:

Review Log:

7. Health, Safety and Environment

POLICY #: HSE07APO1
CAA Standard:
Responsible:
Quality Assurance
7.a Health and Safety Policy Cross Reference: Student Handbook,
Faculty Manual; Staff Manual; PPM

Purpose:
To ensure that all college activities including learning is supported by a safe, healthy, and caring
environment.

To comply with the Dubai HealthCare City (DHCC) Health, Safety and Environment Approved
Code of Practice (HSE ACOP) in accordance with the UAE Federal laws and Dubai Municipality
HSE regulations & technical guidelines & International best practices

Applicability:
This policy is applicable to all EUC students, faculty and staff, patients, college properties and
operations, and the public.

None

Policy:
This policy was created in accordance with regulatory requirements concerning the
environment, occupational health and safety in the UAE, and the strategic objectives of the
Ministry of Environment (2017‐2021).
● EUC is dedicated to delivering healthy and safe working conditions that are appropriate
to the college's mission, structure, and scope.
● Establishes a framework for defining health and safety objectives;
● EUC is committed to fulfil all legal requirements
● EUC is dedicated to continually improving the OH&S management system;
● EUC is committed to engage employee participation and consultation

EUC believes that students, faculty and staff and visitors safety are of crucial importance
to the success of student learning and smooth daily College operational processes.

EUC recognises its responsibility to students, faculty and staff, patients and visitors in ensuring
that a safe workplace and study are well managed. The college takes necessary steps to meet
this responsibility.
The College also recognizes and acknowledges its duties toward non‐employees, such as visitors,
patients, and contractors, who may be exposed to health and safety concerns as a result of the
College's activities.
European University College has implemented administrative measures aimed at reducing and
preventing accidents and diseases, as well as environmental conservation. These policies will
serve as the basis for developing safety and environmental health programs.
"Each faculty member, staff member, student, patient, visitor, and contractor are responsible for
their own safety and actions, as well as the safety and actions of others who are impacted by
their activities." Managers and those in leadership positions are responsible for ensuring the
health and safety of those under their supervision, including providing training in specific tasks.
Supervisors and employees should accept responsibility in creating a safe workplace. In case of
absence from work, duties must be delegated to ensure that safety measures are in place all the
time.
EUC maintains detailed policies and procedures that address health, safety and environment:
● Infection Control
● Radiation Safety
● Chemical Hazard Communications Program
● CSSD Standard Operating Procedure
● Fire Safety
● Management of Emergencies
This policy is ‐
● Available as documented evidence ‐ electronic copies of the policies and procedures are
available to the students, faculty and staff of EUC and can be accessed through the EUC
Intranet.
● communicated to all EUC staff;
● made available to interested parties as needed;
● Acceptable and applicable to the nature of college activities.

Appropriate signage and posters regarding health and safety measures are in place on strategic
and visible areas in the college.

Approval:

Review Log:


PROCEDURE #: HSE07APO1‐PR1
CAA Standard:
Responsible:
Quality Assurance
7.a Health and Safety Procedures Cross Reference: Student Handbook,

Purpose:
To detail the procedures or processes that EUC has in place to ensure that college activities
including learning are supported by a safe, healthy, and caring environment.

Applicability:
This procedure is applicable to all Health, Safety and Environment systems in EUC.

Procedure:
I. Patient and Visitor Safety;
● Visitors and staff must have access to appropriate and sufficient seating. When
purchasing seating, ergonomic factors such as height, weight, posture, and chair stability
should be taken into account.
● Wheelchair access are identified
● All furniture, furnishings and fittings must be kept clean.
● Waste materials must not be permitted to gather in the workplace unless they are
properly disposed of.
● The temperature within the clinic must ensure the occupants' thermal comfort.
● To guarantee safe work, proper ventilation and enough illumination inside the clinic is
maintained.
● Exit signs shall be visible and automatically switch on in case of cut off in electricity; exit
doors shouldn’t be blocked. Corridors should be at least 1.2 m wide and free from
obstacles in case of emergency evacuation.
● Lighting shall be sufficiently bright and ensure clear visibility.
● Controlled and restricted access areas shall be clearly labelled.
● Pregnant women shall be instructed about radiation exposure if exposure is anticipated.

II. Student and Employee Safety
● Regular medical health check‐ups through accredited DHA or DHCA clinics are done by
EUC employees.
● Vaccination of employees shall be up to date. Health Records especially Hepatitis B and
Covid‐19 immunizations must be maintained in the staff files
● Health insurance is provided during their tenure of their employment.
● HSE education and training for staff is conducted at a regular basis and as required.
1. Orientation;
2. Modes of disease transmission;
3. Disease control measures;
4. Standard Precaution; Hand Hygiene and Sharps Management guidelines
5. Emergency Preparedness;
6. Fire safety and
7. Ergonomics and manual handling.
8. General health, safety and environmental issues.
9. Aggression and Violence Management

● There is an infection control strategy available that will include necessary procedures to
contain / control the transmission of the infection outside the premises and prevent
employee exposure to infectious diseases.
● All occupational hazards should be identified, minimized and controlled as stipulated in
the EUC Risk Management Plan.
● Sharps and waste management policies and procedures are available to provide the staff
with safe steps to manage these hazards. Refer to the sharp and waste management
policies
● Any sharp injury shall be reported and managed accordingly.
● A designate pantry is available to students and employee dining. It is equipped with
necessary appliances and furniture and is well ventilated.
● Pantry must be kept clean and hygienic. A closed waste bin is used and waste disposed
regularly.
● Good hygiene standards should be maintained in the pantry. Waste must be stored in
closed bins and disposed regularly
● Eating or storing food stuff in clinical area and classrooms are not allowed to prevent
pest infestation and odour.
● Appropriate personal protective equipment or PPE is provided to students and
employees for risk of cross contamination.
● All students and employees are required to wear the proper PPE during the conduct of
their work.

III. Managing Medical Emergencies
CPR and Cardiac Arrest
● EUC follows the latest CPR guidelines published by the American Heart Association.
● Only trained staff shall be responsible for the management of cardiac arrest
situations.
● It is the responsibility of the Head Nurse to clearly assign the CPR responders at the
beginning of duty.
● Responsibilities of CPR responders and managerial staff should be clearly
documented and communicated.
● In case of cardiac arrest, CPR responders shall follow the steps below;
a. Call for help or ask someone else to do so.
b. Try to get the person to respond; if he/she doesn't, roll the person on his or
her back.
c. Start chest compressions. Place the heel of your hand on the center of the
victim's chest. Put your other hand on top of the first with your fingers
interlaced.
d. Press down so you compress the chest at least 2 inches in adults and children
and 1.5 inches in infants. ''One hundred times a minute or even a little faster
is optimal," Sayre says. (That's about the same rhythm as the beat of the Bee
Gee's song "Stayin' Alive.")
e. If you're been trained in CPR, you can now open the airway with a head tilt
and chin lift.
f. Pinch closed the nose of the victim. Take a normal breath, cover the victim's
mouth with yours to create an airtight seal, and then give two, one‐second
breaths as you watch for the chest to rise.
g. Continue compressions and breaths ‐‐ 30 compressions, two breaths ‐‐ until
help arrives.

Managerial staff responsibilities during cardiac arrest:
● Make arrangements with other governmental healthcare services to provide
ambulance services in case of emergency and for non‐emergency transfer of
patients.
● Call the hospital of choice to arrange for patient transfer
Preferred Treatment Location Name:
● Sulaiman Al Habib Hospital, Dubai Healthcare City
● 04‐4297777, Nurse Supervisor On‐Duty: 04‐4297765
● 24 Hours
Alternate Treatment Location
● Mediclinic City Hospital, Dubai
● 04 4359999
● 24 Hours
Alternate Treatment Location
● Rashid Hospital, Dubai
● 04‐2191000, 04‐2192000, 04‐3371111
● 24 Hours
● The following information should be provided:
● Name of Company
● Your name and telephone number
● Building address and number, including the nearest cross street(s)
● Exact location within the building
● Nature of the emergency.
● Do not hang up until advised to do so by the dispatcher.

IV. Pest Control
● EUC shall have agreement with a licensed and approved pest control and inspection
company.
● Pest control inspections and control visits to be performed after working hours or
during the holiday.
● MSDS with clear information about the chemicals used and exposure procedures
should be maintained in EUC.
● Pest Control shall be performed at least quarterly; more often inspections may be
required on demand.
● Documented evidence of inspections must be kept on records for verification
purposes.

V. Disaster Management and Control
1‐ In case of a Bomb Threat
Person receiving the call should:
● Listen –Do not interrupt the caller. Keep the caller on the line as long as possible
and note the caller's voice characteristics, speech patterns, language proficiency,
manner of speech and background noise.
● Attempt to ask the following questions:
o When will it go off?
o Where has it been placed?
o What does it look like?
o Why are you doing this?
o What type of explosive was used?
o Who are you?
● Notify the Security Control Room on 04‐3752193 immediately or emergency
coordinator or call Dubai Police and Civil Defence (997) immediately after the caller
hangs up.
● Do not discuss the call with other persons.
● Determine the best course of action based on feedback from security or Dubai
Police.
● If a decision is made to evacuate, relay information to the respective emergency
coordinator.
● If a search of the building is conducted and a suspicious item is located: Dial
Security Control Room on 04‐3752193
o Provide the following information:
o Building number and address
o Exact location within the building
o Description of the suspicious item
o Your name and phone number
● Do not touch or handle suspicious items and keep the area clear of all personnel.
● Notify Security or other site responder of the description and location of the item.
● Report the incident to Security Control Room on 04‐3752193 and carry out
investigation, as needed

2‐ In case of Terrorist Threat / Civil Disturbance
Persons near a Civil Disturbance should:
● Leave the area immediately.
● Do not argue or engage in conversation with participant(s). If pursued by group of
protesters, walk calmly to a populated area and report to DHCA Emergency
Response Team and Dubai Police as soon as possible.
● Report disruptive circumstances to DHCA security.
● If the situation turns violent or weapons and explosives are visible, immediately
lock all doors; call Security Control Room on 04‐3752193
● Remain in your office or work area. Stay away from windows and exterior doors.
● Use stairways if you must move from floor to floor.
● Do not go to the building lobby unless absolutely necessary.
● Remain inside the building, unless instructed by Security or Dubai Police.
● Carry your company ID at all times, as most buildings are placed in surveillance
during the duration of the event.
● Parking garages may also have restricted access, so determine alternative parking
areas or identify other means of transportation that do not require parking.

If threatened by an individual or Witness to a Threat:
● Protect safety of self and others (withdraw if possible; get under desk or table; lock
door to office; exit building if able to do so).
● Attempt to notify others in the area of threat and increase distance between
yourself and the person
● Dial DHCA Security Control Room on 04‐3752193 or direct someone else to do so.
● Provide the following information:
o Building number and address, including the nearest cross street(s)
o Company Name
o Exact location within the building
o Nature of the threat or incident
o Description of person, if known
o Your name and phone number
o Notify your immediate supervisor or manager.
o Remain calm and non‐threatening.
● If a weapon is involved:
o Cooperate fully with all demands.
o Do not try to grab the weapon or overpower the person.
o Do not make any quick moves; explain your movements at all times
o Listen to what the threatening person says; be supportive and empathetic.
o Note physical description of person (sex, age, height, weight, and clothing
distinguishing scars or marks).
o Report the incident to and carry out investigation, as needed.

3‐ In case of an Earthquake
● DROP, COVER AND HOLD under the study desk or table holding on to one of the
legs or the top. Be prepared to move with the table or desk.
● Do not evacuate buildings unless instructed to do so or if the fire alarm sounds. If
instructed to evacuate, follow the evacuation guidelines in Section 5.5.9.
Remember, most earthquake related injuries occur from falling objects outside the
building.
● Assess the condition of your co‐workers. Call the Security Control Room on 04‐
3752193 or your emergency coordinator. Be a calming example for your co‐
workers.
● Stay alert for aftershocks.
● Do not use phones except to report emergency conditions as you may limit rescue
communications.
● Do not attempt to leave work until you are instructed to do so. Make sure roads
you access to get home are in fact undamaged and traffic is moving.

If you were outside the building:
● Move away from trees, signs, buildings, electrical poles and wires;
● Protect your head with your arms from falling bricks, glass, plaster, and other
debris;
● Move away from fire and smoke;
● Proceed to the Emergency Assembly Area if safe, or proceed to a pre ‐designated
alternate assembly area; and
● Stay alert for further instructions.

4‐ Hazardous Material
● For the safe handling and storage of hazardous materials and waste, adequate and
appropriate space and equipment are provided.
● All Hazardous Materials are properly stored in the college storeroom. Chemicals are
labelled properly with a hazard description posted.
● Appropriate Personal Protective Equipment is available for use when handling
chemicals. Orientation and training of housekeeping staff on PPE is provided.
Training certificate is given and placed in their personal files.
● All incidents involving hazardous materials; waste and spills are reported using the
available incident reporting form. An investigation will be conducted.
● An incident report form will be completed on all hazardous materials and waste
spills and exposures.
● Sharps containers are available in each clinical room where all kinds of sharps are
disposed.
● A materials Safety Data sheet is available of all chemicals used in the college. It is
kept in the CSSD for easy access to all staff who needs it. A master file of all
Material Safety Data box file is indexed and the first aid measures in each MSDS
sheet is highlighted in yellow.
● Only staff that are properly trained and equipped with the appropriate level of
personal protective equipment (PPE) shall be permitted to clean spills.
● If the skin is exposed to hazardous materials, the person should wash the affected
area as per manufacturer’s recommendations for example with plenty of water.
● If hazardous materials are splashed in the eyes personnel should flush the eyes
immediately with water as per manufacturer’s recommendations for example
preferably using an eye washer, for at least 15 minutes.
● Personnel should remove grossly affected clothing in a yellow plastic bag and
should immediately report the spill to the supervisor of the area and seek medical
attention.
● The emergency procedures for the instructions to be followed for any hazardous
material and spills are outlined in the MSDS. If a leak or spill is found the following
actions shall be taken:
o The type of chemical must first be identified before cleaning of the spill is
started.
o Refer to the MSDS of the chemical and follow the instructions of the
clean‐up procedure.
o All persons in the immediate area of the spill must be informed.
o Remove all persons present around the area and doors closed.
o Ventilation must be sufficiently maintained.
o If a fire occurs, set off the alarm and follow the firefighting procedure.
(6.4.5)
o Wait by the spill area, well out or danger, until help arrives. Avoid tracking
through the spill.
o Obtain appropriate personal protective equipment.
o Complete Incident report on spill or leak.

5‐ Fire Response
Person discovering the Fire should:
● Follow the RACE procedure as shown in RACE and PASS figure below:
o Rescue people who are in danger if it is safe to do so
o Activate the alarm by:
‐ Alert others in the area.
‐ Activate the nearest fire alarm or direct someone else to do so.
‐ Alert Security Control Room on 04‐3752193
o Provide the following information:
‐ Building number and address, including the nearest cross street(s)
‐ Company Name
‐ Exact location within the building
o Confine the fire by closing the doors in the fire area.
o Attempt to extinguish fire with fire suppression equipment only if it is a
small fire and you are trained and can do so safely. If the fire cannot be
readily extinguished, evacuate immediately following evacuation
procedure
● To extinguish the fire follow the PASS procedure as shown in RACE and PASS
figure below.
o Pull the safety pin and release lock latch or press a puncture lever
o Aim the extinguisher at the base of the fire
o Squeeze the handle of the fire extinguisher
o Sweep from side to side at the base of the flame

General Evacuation Procedure upon activation of Fire Alarm, you should:
● Leave the building immediately using the nearest emergency exit.
● Do not use elevators.
● Keep to the right in hallways and stairways and use handrails.
● Close all doors as you exit.
● If you encounter smoke, find an alternate exit or place cloth over your mouth
and nose to make breathing easier. Crawl along the floor, close to walls to help
provide direction to the exit.
● If you are trapped in a room, place cloth material (dampened if possible) around
or under door to prevent smoke from entering. Use masking or other tape (if
available) to mark a large ‗X On a window which will serve to notify fire
authorities of your presence.
● Before opening any door, place one inch from the door (DO NOT ACTUALLY
TOUCH DOOR) near the top to check for heat. If the door feels hot to touch, fire
or smoke is on the other side and the door should not be opened.
● If forced to advance through flames, move quickly, cover head/hair; keep head
down and eyes closed as much as possible.
● Once you have safely evacuated, move away from the building and proceed to
the building designated assembly points and report to your emergency
coordinator.
● Do not re‐enter the building until advised it is safe to do so by your emergency
coordinator or DHCA Security or by government rescue officials
● EUC shall ensure that a minimum of one trained fire warden and first aider is
available and all employees are provided with orientation and training in terms of
their responsibilities during an emergency, the locations of exit routes, alarm
signals, fire extinguisher locations as well as hazardous material information and
documented in their personal files.
● EUC shall ensure conduct periodic emergency drills to allow employees to practice
emergency procedures under simulated conditions at least once per year.
● EUC shall participate in external and internal emergency drills as scheduled,
coordinated and conducted in coordination with Building management personnel
on site.
● Reports of the drill shall be maintained and analysed, areas for improvement should
be acknowledged and acted upon accordingly.

6‐ Utility System
Safe and reliable operation of all utilities and utility systems such as emergency power
systems, electrical distribution, emergency power, heating, ventilation and air‐
conditioning, plumbing, medical gas, and facility communication systems shall be
ensured by EUC leadership by the following:
● Maintenance Inventory that details current and accurate inventory of system and
components of the utility systems that support patient care environment and
require regular observation and / or maintenance;
● Preventive Maintenance Plans for ensuring ongoing performance and reliability of
utility systems; and
● Adequate filtered cold drinking water facilities should be provided. Water should be
available near the work area and easily accessible for disabled persons.
● Cool drinking water should be regularly inspected and well maintained to prevent
contamination.
● Drinking water should normally be obtained from a public or municipal approved
private water supplier. In particular, any cistern, tank or vessel used as a supply
should be well covered, kept clean and tested and disinfected as necessary.
Drinking water should only be provided in refillable closed and sealed containers
from a contracted water supplier.
● Disposable drinking cups are provided solely for its purpose.
● Effective management and maintenance of the plumbing systems to accommodate
facility needs
● AC should be frequently maintained and inspected.
● Correct temperature, humidity and air flow shall be provided in order to ensure a
comfortable environment inside the facility, regardless of the climatic conditions
outside.
● The management and maintenance of HVAC systems shall address system
performance, air balancing, smoke control, filters and servicing.

7‐ Electrical Safety:
▪ All electrical sources within EUC must meet local regulations and standards to
ensure the health and safety of each person is not compromised.
▪ All electrical panels must be visibly labelled on the external surface of the panel
door. The label must state “electrical hazard” including the international safety
symbol for electrical sources.
▪ Electrically operated medical equipment shall be routinely checked by an
authorized person. Evidence of the last checked date shall be kept, either using a
date sticker adhered to the equipment and/or recording EUC for reference
purposes.
▪ The instruction manuals and guidelines or operating procedures must be current,
available for verification and include calibration and validation requirements.
▪ Each piece of equipment should have current warranties or maintenance
agreement available.
▪ For all equipment, there must be documented evidence within the EUC of the
service provider contact information for normal and after hour’s service.
▪ Defective electric cables, apparatus, motors, fans, etc. must be rectified before
work commences and reported using an incident report form.
▪ Electrical Safety checks should be included with annual service of the equipment
and separate print out of this retained for records. Electrical Safety checks should
include measurement of electrical earth integrity, conductor continuity and
insulation inspection.
▪ All maintenance, calibrations, repairs and safety checks are to be clearly and fully
documented in service reports.
▪ The use of 2 pin pugs is discouraged in EUC. Standard 3 pins adaptors must be used.
Similarly in the case of extension boards the cables must be secured and not run
across access routes or overloaded.
▪ It is forbidden to replace burnt‐out fuses, or fit fuses which have a higher rating
than the specified rating;
▪ Electric heaters, motors, fans, transformers, etc. must not be covered, but are to be
protected so that they are not subjected to moisture, water, oil or steam;
▪ During break in the work and also when work is finished for the day, lighting,
electric motors, are to be switched off;
▪ Isolation, where necessary, must be carried out before undertaking any
repair/maintenance work on electrical installations.
▪ The Electrical board, Isolator box should be padlocked during the maintenance
progress time.
▪ The sign “maintenance in progress “should be hanged at the point of Isolation
▪ Electrical sources, cables, boards and appliances should be kept a safe distance
away from water sources. Electrical devices which are designed to be near or
contain water are to be maintained in a safe state as recommended by the
manufacturer.

8‐ Compressed Gases
▪ Cylinder contents are identified by labels or stencils in English, naming the
component(s), giving their proportions and with appropriate cylinder color‐coding.
All cylinders stored and in‐use shall display a label ―Empty / In‐Use / Full‖ status
condition.
▪ Storage rooms must be dry, cool and well ventilated and maintained below 350C;
▪ Storage area is secured to prevent tampering;
▪ No Smoking signs are posted and clearly visible to show the presence of
compressed gas cylinders;
▪ Compressed gas cylinders are kept away from radiators, steam pipes, direct
sunlight and other sources of heat;
▪ Cylinders are not stored in operating room;
▪ No flammable gases or liquids stored with oxygen and nitrous oxide;
▪ Oxygen and nitrous oxide cylinders are stored at least 20 feet away from any
combustible materials such as paper, cardboard, plastics and fabrics;
▪ Cylinders are secured, upright and properly chained or supported by a metal strap
in cylinder storage racks / stands / carts;
▪ Large cylinders not stored in racks shall be stored upright (nitrous oxide excepted)
and secured. Nitrous oxide cylinders shall be stored horizontally;
▪ Compressed gas cylinders must be capped when not in use or when not connected
to the delivery system;
▪ Wrappers shall be removed from cylinders prior to storage;
▪ Empty cylinders shall be segregated from full cylinders;
▪ Valves shall be closed on all cylinders in storage;
▪ Cylinder carts must be used for transporting cylinders. No rolling or dragging of
cylinders shall be permitted;
▪ Cylinder carts must be of self‐supporting design with appropriate casters and
wheels, serviceable clamping or cylinder storage devices. The appropriate cart must
be used at all times when full and empty cylinders are transported.
▪ Do not attempt to repair damaged cylinders or to force frozen cylinder valves
▪ Equipment designed for one gas should not be utilized for another;
▪ Regulators should be ―Oﬀ‖ as the cylinder is turned ―On‖ and the cylinder valve is
opened slowly;
▪ Regulators and hoses should never be interchanged between materials without gas
supplier ‘s approval;
▪ Before equipment is disconnected from a cylinder, the cylinder valve is closed and
pressure released from the device;
▪ Trans‐filling of cylinders is hazardous and shall not be done;
▪ Cylinders must not be lifted by the cap;
▪ Cylinders are not knocked or bumped together;
▪ Never lubricate valve outlets or connecting equipment;
▪ Replace cap on empty cylinders and ensure cylinder status label indicated
―empty‖;
▪ Position cylinders so that the label is clearly visible;
▪ Check the label and colour code of the compressed gas cylinder before use;
▪ No source of open flame is permitted in areas where compressed gas cylinders are
in use;

9‐ Elevator Failure
● Stay calm do not panic
● If you are trapped in an elevator, use the emergency telephone to call for
assistance; and
● If the elevator does not have an emergency telephone, turn on the emergency
alarm (located on the control panel) to signal your need for help.
● Elevators should be regularly maintained by a third party and the owner/tenant
should have a copy of the preventive maintenance report

10‐ Gas Leak
● If any gas is smelt or there is suspicion of a leak:
● Cease all operations immediately;
● Do not switch lights on or off;
● Notify building and Security and DHCA HSE Department; and
● Evacuate as soon as possible

11‐ Ventilation / Odour Problem
● If an odour comes from the ventilation system:
● Immediately notify building and DHCA Security and HSE department;
● If necessary, cease all operations and evacuate area
● If smoke is present, activate the fire alarm system by pulling the pull station and
notify building and Security from a safe location.

VI. Health Promotion Activities
● EUC shall support and conduct health promotion activities for staff, patients and
visitors.
● Promote health and wellness by educating communities and involving them in public
health related activities.
● These activities include some suggested topics: Blood pressure control, alcohol
counselling, smoking cessation, oral health, obesity management, fitness and
exercise, cholesterol screening and management, health education for high‐risk or
target groups, nutritional counselling, stress management, injury prevention, violence
& aggression management and time management.

VII. Radiological Plan
● No intra‐oral x‐rays will be performed in the open bay operatories. Intra oral digital
x‐rays will only be taken in the private operatories. The Dentist and dental assistant
will leave the room in this instance, and the x‐ray will be activated with the switch in
the doorway.
● The OPG‐CEPH x‐ray room has a sign on the door and a red‐light warning which
illuminates when an x‐ray is in process. A yellow warning light will illuminate when
the machine is turned “ON”. This room is lead lined therefore only those personnel
inside the room are required to wear x‐ray dosimeters. The dosimeter is calibrated on
a regular basis and the calibration report filed for personnel monitoring.
● Each radiation source will be subjected to Quality Control Test to determine radiation
emitted by these x‐ray machines are within normal dose levels.
● The lead aprons will be visually checked daily for any physical cracks during cleaning
of the lead apron. All aprons, which fail the inspection, will be discarded.
● Further information regarding Radiation Safety can be found in the Radiation Safety
& Protection Program

VIII. Summary of Office Ergonomics
EARLY WARNING POTENTIAL CAUSES TRY THIS

SIGNS
Lower back pain Lumbar area is not support Put small pillow on the
backrest of chair for lumbar
support.
Upper back pain no support of upper back Use a document holder or
from chair position the manuscript higher
so you can slouch while
working.
Stiff neck Improper position of the Position the computer at your
head while working center position.

using the telephone in Use headset or earphone
between the ears and neck
Painful shoulders reaching forward for long Position yourself closer to the
periods or reaching forward computer. The computer
frequently mouse must be position at the
same level of the keyboard or
1‐inch higher.
Aching wrists working with repeated Use a quality ergonomic
EARLY WARNING POTENTIAL CAUSES TRY THIS
SIGNS
extended wrists extended mouse pad.
Eyes feel dry Looking at the computer rest eyes periodically, look
screen for too long without away from the monitor at
blinking least every 15 minutes and do
simple eye exercises
Tired and sore eyes Too much light coming Change the position of your
from overhead or windows desk and computer so light is
not directly behind or in front
Problems with visual of you. Close the blinds when
function or acuity. May working at the computer. Put
need eye check‐up. off lights that are too bright.
Check with your Optometrist.

IX. Computer Workstation – Health & Safety Tips
All employees are responsible in making sure that their workplace is safe and comfortable to
work in order to prevent any work‐related illnesses over time by reporting any issues or
concerns the Health and Safety Officer. Too much exposure to poor workplace environment may
cause health issues such as problems with vision, musculoskeletal concerns, body aches and
pains. These are preventable as long as employees are proactive enough to report such issues to
management for proper action.
Tables and Desks:
Tables should allow sufficient leg room. They should also have enough room to support
computer equipment.
Chair and Posture:
Musculoskeletal problems are encountered when computer users maintain an unfavourable
posture while using the computer and have inadequate back support. Ensure that your chair is
adjustable and comfortable. Your feet should be parallel to and flat on the floor. Avoid sitting in
a bolt‐straight position. Position your keyboard so you do not have to stretch to reach it. It is
vital that users exercise good posture to avoid backache and other computer related conditions.
Computer Vision Syndrome:
Cause:
This is a condition that is caused by poor lighting and glare on the computer screen. Both of
these factors place strain on the users’ eyes, causing blurry vision, burning and/or watering eyes,
headaches and in some instances shoulder and neck pain. Prevention:
The IT department purchases monitors that have built in anti‐glare screens. Give your eyes
periodic breaks from the screen and perform frequent blinking. In addition, adjust the brightness
and contrast to suit your preferences and reduce eye strain. Another effort to avoid eyestrain,
the user should also periodically focus on objects at varying distances. Also, the monitor should
not be positioned so that the top line of the monitor is not higher than your eyes. The monitor
should also be at the same level and beside the document holder if you use one. Monitors
should be between 18 to 24 inches away from your face. Lastly, position monitors to avoid glare
from sunlight and keep them clean.
Wrist Health:
Cause:
Poor wrist posture and the repetitive motion of the hands may result in Carpal Tunnel Syndrome
and Wrist Tendonitis or other arm discomfort.
Prevention:
Ensure that you use appropriate posture when typing. For example, your fingers should be
above the ‘home position’ (asdf and jkl; keys) on the keyboard, when your elbows are by your
sides. Users should avoid gripping the mouse too tightly. The keyboard and mouse should be
kept at the same level. In addition, use of ergonomic keyboard and mouse help to reduce the
risk of wrist related conditions.
Take Breaks:
People who do continuous, intensive computer work, such as programming, for long periods
have a higher risk of developing a series of health issues. Computer users should not work more
than 3 consecutive hours without a break. The break does not have to be long and could just
entail a stroll around the office. This would allow time for your eyes to refocus and realign your
body. Also, users can alternate work tasks, not including the computer.
Left‐Handed Mouse Users:
The mouse can be placed on the left‐hand side of the computer and configured to accommodate
your preferences.

X. Laptops
Laptop computers can present particular problems due to small screens, keyboards and inbuilt
pointing devices (e.g., a small portable mouse or touchpad). Prolonged use of laptops should be
avoided. If using a laptop as a main computer, it is advisable to use the laptop with a docking
station. This will allow an ordinary mouse, keyboard and monitor to be used with the laptop.
Laptop Guidelines
The purpose of these guidelines is to establish safe work practices for employees whilst using
laptop and notebook computers in the workplace as part of a workstation set up, or in the field
as a portable access tool.
General Information
These computers are becoming more common as their convenience is acknowledged. The very
aspects of these computers which make them useful in a work efficiency capacity create hazards
when they are used for prolonged periods. This is due mainly to their lack of adjustability.
Problems
There are special problems associated with the use of portable computers. The screens are
hinged to the keyboard and this limits the adjustability as well as the distance that the screen
can be placed away from the user. When the screen is at a comfortable height and distance, the
keyboard is not and vice versa.
Hence comfortable work posture is impossible to achieve and leads to injury with prolonged use.
Some physical symptoms of prolonged use may be cramping, muscular fatigue leading to
shoulder and neck strain and possibly Occupational Overuse Syndrome.
Safety Recommendations for Laptop Use
Screen too close
The best way to avoid discomfort here is to place the Monitor at a distance of approximately
450mm‐750mm and enlarge the font if necessary.
Central mouse
The fact that the mouse on a portable computer is almost always located in the middle of the
keypad may not allow the user to relax the shoulder and keep the arm in a neutral position.
Therefore, an external mouse is to be used when operating a portable computer.
Wrist rest
As in the case of a desktop keyboard, you may use a wrist rest to intermittently support your
hands in between bursts of typing on the keyboard.
Avoid using your portable computer on a high surface.
This will cause you to raise your shoulders and lead to shoulder and back pain. Where possible
have the computer placed so that the elbows can rest comfortably by the side without the
shoulders being raised. Have the keyboard and mouse placed to enable comfortable reach.
Portable computer use ideally should: ‐
• Have a detached keyboard or the capacity for another keyboard to be attached
• Have positive image screens
• Be light and comfortable to be carried safely
Workstation use
Portable computers do not provide the level of ergonomic safety in terms of working posture,
screen clarity or machine adjustability as office‐based equipment.
Therefore: ‐
• Portable computers should not be used for continuous keyboard use either in the
office or at any other location.
• It is essential that tasks incorporating the use of portable computers are designed to
include regular pauses away from the equipment.
• Where possible plug the portable computer into a standard desk monitor with
separate keyboard either by using a docking station or a sleeve inclusive of separate
keyboard and mouse.

None

Appendix 1: HSE Checklist (HSE07APO1‐PR1 –FR1)


HEALTH, SAFETY AND ENVIRONMENTAL CHECKLIST
Date: ___________________ Audit done by: __________________________
A. ENVIRONMENT
(Tick the appropriate box.) YES NO COMMENTS
1 All areas are dust free, neat and clean.
2 No items are stored on the floor or in cartons.
3 Surfaces, shelves and cupboards are clean and dust free.
4 * Sufficient space, appropriate equipment and furniture is available
5 The furniture (examination beds, tables, chairs) is clean and intact.
6 Blinds are free from stains, dust, and cobwebs.
7 There is no evidence of insect and/or rodent infestation
8 Store room is in order
9 All items are stored on raised shelving or storage at least 10 cm
above the floor and 40 cm below the ceiling
10 NO items are stored under sinks
11 * Controlled areas are zoned and marked accordingly and warning
signs are displayed prominently at access points.
Overall Remarks:
B. EQUIPMENT, TROLLEYS, INSTRUMENTS, AND SUPPLIES

1 *Crash carts, defibrillators and oxygen are appropriate to the
facility, available, and immediately accessible, and not located in
public areas (12.2 a)
2 * Emergency equipment and defibrillator functioning is checked
and documented daily on the crash cart checklist (12.2 c)
3 Blood pressure equipment and other manual equipment are visibly
clean.
Overall Remarks:
C. PERSONAL PROTECTIVE EQUIPMENT (PPE)

1 The following PPE is available in the unit:
a. Surgical face masks
b. Gloves
c. Plastic Aprons & Caps
d. Eye shields / Goggles
2 PPE is used appropriately. (Randomly check two staff members.)
Overall Remarks:
D. HAND HYGIENE
1 There is disposable liquid soap at each hand wash basin.
2 There are disposable paper towels at each hand wash basin.
3 There is a covered waste bin for used disposable paper towels at
every hand wash basin.
4 The hand wash basins are unblocked, allowing water to drain
effectively.
5 The hand wash basins are free from rust or used items, e.g.,
medication syringes etc.
6 Alcohol-based hand rub is readily available at all patients’ point of
care.
7 The unit has visibly displayed information on hand hygiene for staff
and patients to read.
8 All liquid soaps’ containers and alcohol-based hand rub sanitizers’
containers are disposable and have clear expiry dates available on
each container.
Overall Remarks:
E. WASTE MANAGEMENT
1 There is a segregation of medical and non-medical waste.
2 The waste bins are not > ¾ full.
3 The medical waste bins have yellow plastic bags in them.
4 The waste bags appear intact without any leakages.
5 There are foot-operated bins for medical waste.
6 Staff awareness of items to be discarded in Black bag
7 Staff awareness of items to be discarded in yellow bag
Overall Remarks:
F. SHARPS SAFETY
1 Sharps containers are readily available and secured in all clinical
areas.
2 The sharps containers are not > ¾ full.
3 There are no used sharps in the unit that have not been disposed in
a sharp’s container.
4 Sharps containers are safely disposed when ¾ full or when they
are filled to the “Full” mark.
5 Sharps containers are disposed when in use for no more than 8
weeks from the date of first use
6 Staff are aware of actions to take following exposure to blood and
body fluids. (Randomly ask two staff members.)
Overall Remarks:
G. MEDICATIONS
1 The medication refrigerator contains nothing but medication.
2 The refrigerator temperature is maintained between 2 to 8 degrees.
3 There is a thermometer in the refrigerator.
4 *The temperature of the refrigerator is checked twice daily and
logged in the monitoring sheet.
5 * Emergency drug and medication inventory list and expiry dates
are regularly checked and documented (12.2 b)
Overall Remarks:
H. FIRE AND SAFETY (* 11.19 & 11.20)

1 Emergency Evacuation plan available
2 Evacuation Map available and Staff aware of it
3 Emergency Exits: Signs are clearly indicated, and paths are clear
(No obstructions)
4 Fire Extinguishers Appropriately located and Periodic Preventive
Maintenance (PPM) is done regularly
5 Types and location of extinguishers available in the unit are known
to staff and staff are trained on how to use them.
6 Assembly Points identified and known to staff
7 Staff aware of security measures (Check if received training)
8 Domestic staff are aware of fire and safety response procedures
(Check if received training)
9 Staff awareness of Fire and Safety Plan and how to access it is in
place
10 Staff assigned as Fire warden is available with current training
certificate. (Please refer to DHCC HSE Requirements)
11 Internal Fire Drill conducted and documented.
12 No smoking signs are available in the facility.
Overall Remarks:
I. CHEMICALS & MATERIAL SAFETY DATA SHEET (MSDS) (*11.8)

1 *Chemicals and Hazardous Materials are appropriately segregated,
labelled and stored.
2 Chemicals are stored separately in a locked cabinet
3 *Chemicals inventory list is available for all the chemicals stored in
the facility and staff are aware of it.
4 *Folder for MSDS available and accessible
5 Folder neat, tidy and with Index of chemicals available
6 Folder contents matching with available Hazardous materials
7 Staff aware of availability of folder
8 Staff aware of contents of folder
9 Staff aware of what to do in case of chemical spillage
10 Domestic staff aware of what to do in case of spillage
Overall Remarks:
J. SAFE HANDLING, STORAGE & USAGE OF COMPRESSED GASES (*11.9)

1 Stored safely and secured. Storage of compressed gas cylinders is
in an upright position, in a secure location away from direct sun
light and in a ventilated area with good air circulation.
2 Full cylinders separated from empty cylinders
3 Labels available on cylinders whether full or empty or in-use using
colour codes.
4 Staff aware when to send cylinders for refilling
5 Staff aware about transportation procedure
6 Cylinders are inspected daily for leakage, functionality and fullness
and regular maintenance performed. This is particularly true for
emergency oxygen supplies. All daily inspection records are
maintained.
7 No smoking signs are available near all gas cylinders and
particularly near oxygen.
Overall Remarks:
K. ELECTRICAL SAFETY (* 11.6) & MEDICAL EQUIPMENT MAINTENANCE (* 11.7)

1 *All electrical panels are clearly labelled
2 *Defective cables, motors, or fans are not present in the facility
3 *Multi-way adaptors are not used in the facility
4 *Power boards are not overloaded
5 *Cords carrying electrical current are intact
6 *Electrical sources are located at a safe distance from water
sources
7 * Annual electrical safety testing is conducted for all electrical
equipment’s with test result printout maintained on record
8 *Warranty or maintenance agreement is available for all medical
equipment.
9 *Preventive maintenance records are up to date for all medical
equipment in use.
Overall Remarks:
L. RADIOLOGY SAFETY (*11.10 & 11.12)

(Tick the appropriate box.) YES NO
1 * The facility has been inspected and licensed for Radiology by the
appropriate local authority (Federal Authority for Nuclear
Regulation-FANR)
2 There is a policy on radiation safety
3 There is documented evidence that staff are educated on radiation
safety
4 Staff demonstrate use of protective garments
5 Protective garments (e.g., Lead aprons) are inspected regularly.
6 Staff are orientated to the storage and handling of radioactive
isotopes
7 Exposure warning systems are functional with signals prominently
displayed
8 Each radiology staff member wears a dosimeter which is labelled
9 * Individual dosimeters are used in both controlled and monitored
zones
10 Dosimeters are exchanged and records are maintained according
to local regulations
11 Records monitoring staff radiation exposure determined by
dosimeter readings are available
12 Excessive radiation exposure is managed according to local
regulatory requirements
Overall Remarks:
M. FIRST AID
1 First aid kits are available and appropriate for the number of staff
2 First aid kits are visible, labelled, regularly checked and maintained
by responsible staff members
3 First aid kit has a list of medications and supplies that it contains
with their expiry dates and are monitored regularly.
Overall Remarks:
N. PEST CONTROL (* 11.18)

1 A valid contract exists for pest control services
2 Contracted services are monitored
3 Pest control records are maintained
Overall Remarks:

Approval:

Review Log:
Version 1 Dean / 24 Sept 2018 Initial
Version 2 CEO /Date


POLICY #: HSE07BPO1
CAA Standard:
(7b)
7.b Hardware Replacement and Software Responsible:
Information & Technology
Upgrade Policy Cross Reference: PPM

Purpose:
It is the intent of this policy to outline the guideline in order to provide adequate and satisfactory
provision of any IT software and hardware services to its’ users.

Applicability:
This policy applies to all EUC owned workstations, laptop computers, desktop peripherals
(printers, scanners, TV monitors, projectors), tele‐communications equipment’s, network
hardware (servers, switches, routers), Learning Management System (LMS), LAN and WIFI
infrastructures, software (R4 Kodak Patient Management System, Dolphin Imaging System,
Microsoft Operating System, Microsoft Office Suite, SPSS), external hard drives and other site‐
licensed desktop applications installed in those devices.

None

Policy:
Essential delivery of technology services for student learning, instruction, student research and
other creative works, faculty and staff computing requirements and the day‐to‐day operation of
EUC is critical to the institution's seamless and effective management.
The goal of the life‐cycle computer equipment replacement life‐cycle process for faculty and
staff is to guarantee that they have fast and robust principal computing resources.

Approval:

Review Log:



PROCEDURE #: HSE07BPO1‐PR1
CAA Standard:
(7b)
Responsible:
7.b Hardware Replacement and Information & Technology
Software Upgrade Procedure Cross Reference: PPM

Purpose:
It is the intent of this procedure to outline the steps or process in the replacement college ICT
resources and/or software upgrades.

Applicability:
This procedure applies to all standard computer configurations and peripheral devices used in
the College.

Procedure:
Standard Computer Configurations:
Each year, based on available resources, budget analyses, and market trends, the standard
configuration options will be established. This model will be used to determine the amount of
funding for the custom configuration option.

Standard Software Installations will include:
1. Windows OS or MAC operating system
2. Microsoft Office Suite for Windows or for MAC
3. R4 Dental Management System
4. Dolphin imaging software for Ortho
5. Antivirus software
6. Runtimes
7. Internet browsers

Additional Peripheral Devices:

A CPU, monitor, keyboard, and mouse are considered standard PC desktop combinations.
Only the laptop will be included in standard laptop setups for PCs. External monitors may be
provided depending on allocation availability. Carrying cases, docking stations, and display
stands are not included in laptop setups.

Equipment’s and Software replacement is categorized as:
a. Equipment’s which gradually deteriorate due to normal wear and tear.
b. Equipment’s which fail suddenly without any warning.
1. At regular intervals, European University College (EUC) will replace a faculty or staff
member's primary workstation. The following table will be used to categorize this interval.
Item Numb Estimated Replacement
er of Lifespan Cycle in Years
units
Computers
Servers 6 10‐15 12

years
Faculties ‐ Laptops 8 4‐6years 5
Staff PCs ‐Desktop 3 5‐8years 6
Other PCs ‐Desktop 6 5‐8years 6
Other Laptops (Invisalign Software) 1 5‐7years 6
Printers
High volume 1 5‐10years 7
Colour 3 4‐7years 6

Digital Classrooms (Audio/Visual 6 10‐ 11

12years
presentation equipment)

Data Network Infrastructure
Network Switches 4 10‐ 12

15years
WIFI access points 5 7‐10years 8

1. After the lifespan period, standard and custom configuration machines will be reassigned to
a secondary site within EUC. Extended use beyond the end of the lifetime term supplies EUC
personnel with additional computing resources, hence prolonging funding for standard
configuration options.
2. Computer systems will be replaced within the fiscal year in which they are found to be end‐
of‐life, if it is financially feasible.
3. All computers that have been replaced must be returned to the EUC IT Department. The
College owns the equipment acquired or replaced with funds from the replacement budget.
4. A manufacturer's warranty of at least one year must be included in the purchase price.
5. End‐of‐life computers may not be reused within the department. If the Head of Department
wishes to keep the old equipment for additional purposes, a written request to the IT
Manager must be submitted. The 5‐year replacement cycle will not take into account
recycled or "trickledown" equipment.
6. The warranty must cover any accidental and handling damage to a compute. The coverage
period must also be indicated in the warranty. If accidental and handling damage happened
when computer is already out‐of–warranty, an investigation will be conducted if company or
user will partially or fully cover the cost of repair.
7. If a Mac‐based system is chosen, job function and software requirements should be
evaluated before finalizing the replacement.
8. Budget allocation for EUC equipment and software replacement will be determined the
schedule of replacements and upgrades (above)
9. When a hardware item is reported for breakdown or malfunction and the IT department
determines that it is salvageable or that the repair cost surpasses the item's current market
value, the item may be replaced ahead of schedule than indicated in the table above, with all
replacement costs covered by the College IT budget.
10. When the HOD requests for a hardware replacement earlier than the hardware replacement
cycle in the schedule, the IT Manager shall seek approval of the request from the Finance
Manager.
11. Software upgrades should be running the current version. College‐owned software that is
running an earlier version will be upgraded as quickly as possible to the most recent version.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: HSE07CPO1
CAA Standard:
Responsible:
Information and Technology
7.c Data Security Policy Cross Reference: PPM; Student Handbook;
Faculty Manual; Staff Manual

Purpose:
To ensure that all IT network resources of European University College (EUC) have robust
protection by requiring strong passwords and defining a minimum interval between password
updates.

Applicability:
This applies to the use of college‐owned IT resources whether connected directly or indirectly
connection to the university network; licensed data and software.
The policy covers all data of the EUC whether in electronic or physical format, and includes:
 electronic data stored on and processed by fixed and portable computers and storage
devices;
 data transmitted on networks;
 information sent by fax or similar transfer methods;
 all paper records;
 microfiche, visual and photographic materials including slides and CCTV;
 Spoken, including face‐to‐face, voicemail and recorded conversation.

Policy:
Information is critical to the College's success in all of its endeavours. The efficiency of the entire
EUC operations relies on the effective security of the information it processes. Protection of the
University data is accomplished through sustained application of the three key features of
information security: confidentiality, integrity, and availability.

From physical access control to firewall and virus protection, the EUC data security policy has
numerous layers. The basic security strategy is to have distinct intranet servers for various
College functions.

Policy Objectives:
 ensure that all of the University data are adequately protected against loss and
exploitation
 Ensure that this policy is disseminated and available to all stakeholders.
 inform all users about the appropriate IT industry regulations and their obligations in
light of them;
 raise staff and student awareness of the importance of implementing appropriate
security measures;
 Ensure that all users are aware of their obligations for maintaining the data's
confidentiality, integrity, and availability.

Approval:

Review Log:



PROCEDURE #: HSE07CPO1‐PR1
CAA Standard:
Responsible:
Information Technology
7.c Data Security Procedure Cross Reference: Student Handbook,

Purpose:
To ensure that all IT network resources of European University College (EUC) have robust
protection by requiring strong passwords and defining a minimum interval between password
updates.

Applicability:
This applies to the use of college‐owned IT resources whether connected directly or indirectly
connection to the university network; licensed data and software.

Procedure:
The intranet has appropriate firewall software, which is automatically updated. Each computer
on the network has an individual firewall and virus protection.

1. Data Security System
With complete security capabilities, a web control interface, system compatibility, and
embedded biometrics, the next generation hybrid and multilayer authentication method access
controls offer full controlled security measures at the access control level at all times. This is
crucial for security, and a log is kept for only authorized access to the data center.
2. Password Change
Passwords of all servers will be changed every 6 months. Individual users are requested to
change their passwords on a regular basis. This will include a combination alphanumeric and
symbols.
3. Firewall
Over the entire campus network, firewall gateway security appliances provide a comprehensive
set of security features, including VPN (SSL VPN & IPSec), gateway Anti‐virus and Anti‐spyware,
gateway Anti‐Spam, Intrusion Prevention System, Content and Application Filtering, Bandwidth
Management and Multiple Link Management over entire campus network.

This firewall protects our own network from unauthorized access via the internet and intranet.
4. Antivirus
To secure the integrity and confidentiality of academic and administrative systems, as well as the
institutional networks, an antivirus has been installed for campus‐wide usage via a server
installation.
Each employee and student will have their own email account, but all emails will be checked
using proprietary software.
5. Back up of Data
Back up of data is done every daily.
6. User Responsibilities
 Do not leave your computer unattended.
 Don’t use part of your username/login/acronyms/ name in your password.
 Don’t use parts easily remembered numbers and addresses
 Change your password regularly.
 Never share your password to anyone even through email.
 Never use the “Remember Password” feature of application programs such as
Internet Explorer, your email program, or any other program.
 Always encrypt your passwords when storing online.
 Always use different passwords for various accounts whenever possible.
 Always backup and copy your data regularly.
 Do not use the hint when creating a new password (e.g., “my home town, my date of
birth”).

None

Approval:
Approved by: CEO/Designee | Signature:_________________| Date: ____________________

Review Log:
Version 2 CEO /Date


POLICY #: HSE07DPO1
CAA Standard:
(7d)
Responsible:
7.d Policy on Appropriate Use of Technology
Resources Handbook, Faculty Manual; Staff
Manual; PPM

Purpose:
To ensure that the university's mission and goals in education, training, academic research,
patient care delivery, and governance and administration are supported by an information
technology infrastructure. Our goals include:
● Ensuring our information technology (IT) system is reliable, always available, and
coherent;
● Ensuring that our information technology (IT) system follows the same fundamental
values and ideals oversees other EUC facilities and services;
● Guarantee that university IT infrastructures are used for what they were designed for;
● To develop procedures for dealing with policy infractions and enforcing consequences
against those who break them.
Applicability:
This policy applies to all EUC affiliates that are students, faculty and staff members as well as
guests. It applies to the use of all IT infrastructures which typically includes hardware, software
and networks.

None

Policy:
Users of EUC computing facilities must be restricted due to legal and ethical considerations.
European University College updates its Appropriate Use of Technology Policy to meet the user’s
needs and any changes in regulation.
All users of our IT systems must abide by the following laws, as well as any other applicable
laws:
● Data Protection Act, 1988
● Data Protection (Amendment) Act 2003
● European Communities (Data Protection) Regulations, 2001
● European Communities (Data Protection and Privacy in Telecommunications) Regulations
2002
● Data Protection EU Directive 95/46/EC
● Criminal Damages Act, 1991
● Child Trafficking and Pornography Act, 1998
● Intellectual Property (Miscellaneous Provisions) Act 1998
● Copyright and Related Rights Act, 2000
● Health and Safety Act, 1989
● Non‐Fatal Offences Against the Person Act, 1997
● Electronic Commerce Act, 2000
● e commerce Directive (2000/31 /EC)
● Regulations entitled European Communities (Directive 2000/3 1/EC)
Regulations 2003 (S.I. No. 68 of 2003)

Individuals who do not respect this University policy may be subject to disciplinary action by the
university.

Approval:
Approved by: Board of Trustees | Signature:_________________| Date: ____________________

Review Log:



PROCEDURE #: HSE07DFPO1‐PR1
CAA Standard:

Responsible:
7.d Appropriate Use of Technology Resources Information and Technology
Procedure Cross Reference: Student Handbook,

Purpose:
To ensure that the EUC community understands correct protocol and usage, and that all users
have access to their fair portion of the network.

Applicability:
This procedure applies to the use of all IT Systems maintained or owned by EUC.

Procedure:
Principles and Regulations
1. General Guidelines
European University College provides computing resources for use by students and staff to
support university operations. EUC can monitor Email and Internet usage to ensure acceptable
use of Internet and Email services.
The following are the broad Principles and Regulations that European University College
considers to be acceptable and undesirable utilization of the facilities and services available:
a) Playing games using EUC computing facilities are not allowed except where it is part
of a research activity, assignment or an approved university activity.
b) Computing resources should not be used for unlawful or unethical objectives, and
must not be exploited for leisure or private purposes.
c) Violation of this Code of Conduct may be subject to university disciplinary or criminal
procedures.
d) Users are responsible for knowing the appropriate IT legislation. It is not acceptable
to plead ignorance of the rules and regulations as an excuse or defense.
e) Students and staffs are given authorization on an individual basis in using IT computing
systems. Appropriate accounts are created by the IT personnel.
f) Every user is accountable for their account's content and use. All activities carried out
under a user's account are their responsibility. Account passwords must not be shared
with anyone else.
h) Users must not put the reliability of the university computing resources in jeopardy.
User must not attempt to play or experiment on data protection techniques, find
security flaws, to "hack" IT systems, disrupt with the operation of computer
resources, or put unauthorized or unlicensed software e.g. installing computer
viruses.
i) Users must not tamper any data owned by another user, nor access them illicitly.
j) Users must not save, make, show or send any abusive, indecent materials using the
college computing resources nor use it for harassing another individual.
k) Users must not attempt to do anything that will cause damage to the reputation of EUC
as a whole.
l) Users must not connect illegally any device to the network other than in areas intended
for such purpose.
m) EUC has the authority to change or alter these rules and laws at any time as the need
arises.
n) Use of any Bit torrent systems regarded as not acceptable
o) Use for personal or private business purposes is regarded as not acceptable

2. Principles and Regulations for use of Email
Effective use of email promotes effective communications; shows a positive image of European
University College, and lower the chance of liability issues. Email messages must be carefully
crafted, as they may be used as the grounds for a contract or be deemed grossly offensive.
It's vital to keep in mind that emails are not sent using data encryption. Others may be able to
read your emails. Email messages, like other records, may be susceptible to information release
under the Data Protection Act, the Freedom of Information Act, or in legal cases.
EUC now monitors emails on‐site in order to eliminate SPAM, scan for viruses, and keep track of
data. EUC does not check the content of email messages, but reserves the authority to do so if
necessary.
The guidelines listed below are those that European University College considers to be
acceptable for using the Email service:
a) Email access is offered to personnel to support the College's normal operations, including
educational, research, and administrative functions.
b) Occasional personal use is permitted as long as it consumes a minimal amount of
resources, does not impede with job performance, is not for personal business
purposes, and does not constitute any unlawful or immoral acts.
c) Email "lists" (e.g., all employees) should only be used for legitimate business. They should
not be utilized to have political debates or to promote ideology and/or religious views.
d) "Classified advertisements" should not be sent through email (e.g. room for rent, items for
sale etc)
e) Email should not be used to send classified material.
f) Each user is accountable for their account's data including using. Passwords should never
be given out to anyone.
g) Email should not be utilized for any unlawful or unethical purposes or for substantial
personal usage.
h) Email‐based commitments may be contractually enforceable.
i) It is forbidden to transfer emails that include derogatory or disturbing material. If you
receive such an email, immediately notify your Head of Department.
j) Do not transmit or forward viruses‐infected chain emails and spam mails.
k) Don't try to impersonate email communications.
l) When sending email, don't try to hide your identify.
m) Do not use another person's work email account or your personal email account
to send emails.
n) Email should never be used to illegally obtain or share copies of copyrighted
software.
o) Staff that were allowed to use the mail on their phones; it is strictly prohibited to
send patient data through any other application than the Email address that was
provided by the company

3. Guidelines for use of the Internet
Staffs have internet access to support EUC's usual operations, including educational, research,
and administrative functions.
European University College currently monitors Internet usage in order to compile statistics. The
College does not keep track of a member's private access to specific sites, although it reserves the
authority to do so if necessary.
The following are guidelines that the College considers to be appropriate and unacceptable
Internet usage:
a) Occasional personal use is permitted as long as it consumes a small amount of
resources, does not impede with job performance, is not for personal business
purposes, and does not constitute any unlawful or immoral acts.
b) Each user is accountable for their account's data including using. Passwords should never be
given out to anyone.
c) Internet users should use extra caution when transmitting highly confidential
information via the Internet. Credit card information should be transmitted with extreme
caution.
d) Access to Internet data may be required to comply with legal purposes such as Legal
Procedures, Data Security Acts, and Freedom of The press Acts, among others.
e) Internet access is delivered through a proxy server. In rare instances, direct Internet
access may be required; in these cases, requests for direct access should be
addressed to the IT Manager for approval.
f) Internet users must use extra discretion to guarantee that copyright or other intellectual
property rights are not infringed upon.
g) Internet usage should be in accordance with the College's policies and procedures.
h) EUC cannot insure that users will not be exposed to information that is potentially
offensive to them.
i) The College does not allow employees to use social media on the job. These include
Facebook, Twitter, LinkedIn, MySpace, etc.

4. Appropriate use of personal mobile computing equipment
This guideline specifies how EUC personal mobile computing equipment should be used:
The services and devices utilized to access ICT (Information and Communication Technology)
services within EUC without requiring a fixed position connection are referred to as mobile
computing. A mobile device, such as a laptop computer, a PDA, or even a mobile phone, would
need internet access.
EUC mobile computing equipment is that which the College sources, purchases, installs, and
maintains while personal mobile computing equipment is owned personally by a staff or other
persons.
a. The Issues
Mobile computing technology has flaws particularly in security. These security challenges are
particularly challenging in an open setting like European University College, wherein the college
allows open access to all information and IT resources available both within EUC and on the
Internet as possible. Simultaneously, the network's integrity, the integrity of our central systems,
and the privacy of individuals, i.e., their data and any records belonging to them on our systems,
must all be protected.
b. Service Requirements
The following are some examples of user service requirements:
 Those who merely need browser access to the Internet;
 Those who need Internet connection as well as access to other European University
College systems such as Departmental or Central networks;
 Those who demand the aforementioned services as well as access to core administration
systems such as student records or accounts. The European University College Terms &
Conditions of Use for ICT Facilities and Services apply to all users.
Examples of use:
1. A staff member or someone from the outside attending a conference is an example of
the first category. We'd like to be in a position to provide such a person with the
ability to connect their laptop to the network while at EUC with the utmost ease.
However, we'd have to guard against any hacking and make sure the rest of the
network was safe from any viruses they could have on their computers. As a result,
any external user requiring Internet access via a personal mobile computing device
will be able to do so exclusively through the European University College Wireless
Network.
2. The second category encompasses all employees. This service is planned to be available
in the near future. In order to gain access to the services, users will be needed to
authenticate themselves via a logon procedure. This will once again be available only
through the European University College Wireless Network. Additional software or
settings for the laptop or mobile device may be required to access such services.
Before attempting to use the services, the user must confirm that relevant security
measures (anti‐virus and operating system upgrades) have been implemented.
3. In the third category, users are subjected to significantly more limitations. Additional
authentication and logon controls will be necessary. It will be necessary to keep track
of the device's MAC address, and the number of locations from which they can
connect to the network may be severely limited.
4. In addition to the aforementioned groups, there are individuals who are required to
conduct research or experimental work on networking or network‐connected
technologies. Because each situation is likely to be unique, it is critical that such work
be communicated to the IT Department in advance to verify that the proper security
is in place and that the activity does not disrupt the College's network infrastructure.
c. Connecting Laptop Computers or other mobile devices to EUC Network
Mobile devices must not be connected to any EUC network points via cables. Unauthorized
individuals should never disconnect other devices to allow such a connection. Only the EUC
Wireless Network can link mobile devices (such as notebooks and palmtops) to the network. The
IEEE 802.1 1b protocol must be supported by the mobile device in order to access the basic Internet
service.
Any extra software or configuration updates required to access the services will not be the
responsibility of the EUC ‐ IT Department. Only registered users on one of the European University
College networks will be able to connect to the network using a mobile device. Unregistered users
should contact the Computer Services Department to seek access.
The user must ensure that any software used is fully licensed, whether on the mobile device or
on any servers to which the device is linked.
Applications that allow exposing authentication information such as passwords or PINS via the
wireless network are not allowed to be used.
d. Connecting Laptops or other mobile devices to the Network
The IT Department has recently deployed a number of Wireless "Hot Spots" throughout the College
to facilitate access to the various kinds of users listed above with appropriate services. Each "Hot
Spot" will be linked together in such a way that suitable security protection is provided between
them. Only Internet Services are currently offered, although it is predicted that this will change over
the course of the year. In the meantime, the policy below is required, but it will be reviewed on a
regular basis to provide for greater flexibility as more services are added.

5. Best Practices For Using Email And Internet Services

1. Recommendations for the use of Email System Do:
 Your email password should be at least 8 characters long and difficult to guess.
 Keep it brief.
 Choose a topic that is relevant to you.
 Use a well‐designed layout and design.
 Don't send any attachments that are not really necessary.
 All emails are spell‐checked before being sent.
 Read the email again prior to sending it.
 Only request "delivery and read receipts" if certification is required.
 Be cautious while responding to emails received as a mailing list subscriber. Make
a note of whether you're replying to the person who sent the message or the
entire list. When an individual response is intended, a casual reply to the entire list
can be frustrating and consuming for other list members.
 Turn off notifications from any mailing lists that you are no longer interested.
Don’t:
 Discuss sensitive information through email.
 Do not respond to neither SPAM or trash Emails, nor do you click on links embedded in
them; you are only validating your identity to hackers.
 Don't join a mailing list as a means of achieving; join only if you want to participate
actively.
 Send or forward emails with abusive or disturbing information, spam emails, junk mail,
or potentially virus‐infected messages.
 Inundate email to another machine, network, or user account.
 Sending an email to someone who has asked you not to.

2. Recommended Good Practice for use of the Internet
Do:
 Use the Bookmarks feature to save the URLs of websites that are of particular interest
to you.
 Only print the web pages when absolutely essential.
 Use virus detection software to scan content downloaded from the Internet before
installing or executing it.
 When using data obtained from a website for essential decision‐making reasons, make
sure the data is accurate. The mere presence of data does not imply that it is accurate.
 If you're going to buy something over the internet, be cautious. Credit cards or
charge cards are commonly used in such transactions. Such purchases should only be
made with trusted brands that have adequate security measures in place.
Don’t:
 Access, make, reproduce, or transmit illegal, offensive, harassing, defamatory,
obscene, racist, sexist, or threatening web pages or other material accessible across
the Internet.
 Share confidential or sensitive information, such as trade secrets, trade secrets, or other
protected, private, or sensitive information.
 Develop, duplicate or transmit unauthorized ads, offers, or malware.
 Infringe on copyright or other intellectual property rights by accessing, creating,
copying, or transferring web pages or other information accessible over the Internet.
 Make use of the facilities for online gambling operators.
 Show content, play loud music, run video material that obstruct or offend others.
 Plagiarize another party's trademark or logo.
 Place content on a web page without the copyright owner's consent.
 Disseminate material that contains an invitation to break laws or instructions on how to
engage in illicit activity.
 Disseminate information or statements about others that may be damaging to their
reputation.
 Use the facilities to promote personal political, ideological and/or religious beliefs.
 Make political or ideological or religious convictions be transmitted through college
IT facilities.
 Without prior permission from the Operation Manager, use EUC's name or logo to
suggest that the College endorses its services.

3. Disciplinary Action
Staffs that violate these principles may face disciplinary action, as outlined in the EUC's
disciplinary processes for academic misconduct.

6. Wireless Access Policy Document

Using the European University College Wireless Network
Limitations
It's crucial to realize that while a Wireless Network provides a lot of benefits, it also has a lot of
drawbacks.
 Wireless network performance is unstable and can be affected by a variety of factors,
including the amount of people using the network. When connecting for the first time,
there may be some delays.
 If utilized in close proximity to a wireless network, items like cordless phones and
Bluetooth devices might cause interference.
 The number of mobile devices that can connect at the same time is restricted and is
affected by a variety of circumstances, including disruption from other devices.
 It is generally accepted that implementing effective security on a Wireless Network is
more complex. While the Computer Services Department will do everything possible to
protect your information, it cannot guarantee its security.
Protecting existing services
To secure our established services, strong limits on the use of wireless networks on the premises
must be implemented. Because this is a growing technology, these will be assessed on a
frequent basis. It is expected that it will evolve and become much more robust and reliable in
the near future. In the meantime, the following policy will be in effect:
a) Wireless local area networks (WLANS) should only be used when there are valid
reasons to do so.
b) Wireless networks, even those within the campus, can only be set up with the IT
Department's permission.
c) The use of mobile phones, unregistered wireless, and Bluetooth‐enabled devices are
strictly restricted in the proximity of any of the College's designated "Hot Spots."

USB mobile data storage devices
The popularity of USB mobile data storage devices is constantly growing. Huge amounts of
information may now be stored on little key‐fob‐like devices. This poses a challenge about
information, software, or operating systems being copied from a computer, or bogus information,
software, or operating systems being introduced onto a computer.
The usage of these gadgets is currently prohibited at European University College. Users will,
however, be given an USB flash drive that can only be used within EUC, and they should be
informed of the dangers of misusing such devices. EUC's policy on these gadgets will be reviewed
regularly.

Policy on Printers, Telephone lines, fax and Copiers
Employees are expected to utilize the above in a responsible manner. Irresponsible/excessive
use of the aforementioned for personal purposes is disapproved, and may result in disciplinary
action, including, but not limited to, service denial, depending on the line manager's assessment
and management's consent.

Regarding phone calls
All calls made from or to internal /external destination using European University College PBXs (phone
system) are recorded and stored for quality assurance and training purposes.

7. Terms & Conditions Of Use – User Acceptance
Before beginning work, each individual user of European University College ICT systems will
sign a written agreement. Before using any of these systems, users must agree to the terms
and conditions of any ICT policy. Refer to Appendix 1 for the Acceptance form.
None

Appendix 1: EUC‐ICT Acceptance Form (HSE07DPO1‐PR1‐FR1)

Terms and Conditions of use for European University College (EUC) ICT Facilities and
Services (ICT: Information and Communications Technology)

These Terms of Use constitute a legal agreement between you and European University College.
You must accept without modification all of the Principles and Regulations contained in the EUC
Acceptable Usage Policy
European University College is committed to providing computing resources including Email and
Internet access, for staff to promote the aims of EUC and to facilitate education, research and
administration. The facilities are not available for use on external projects or for work activities not
associated directly with the college. Facilities may not be used for any form of person financial
gain.
Existing norms of behaviour apply to computer‐based information technology just as they would
apply to more traditional media. The ability to undertake a particular action does not imply that it
is acceptable. Due to legal and ethical requirements, it is therefore necessary to constrain users of
European University College computing facilities through the development of an Acceptable
Usage Policy.
The policy reflects the ethical principles of EUC and outlines the legal responsibilities of those
using ICT services. Persons in breach of this policy may find themselves subject to the College
disciplinary and/or criminal procedures. The policy applies to all aspects of ICT Facilities and
Services available to users.
European University College may wish to update or change this Policy from time to time to reflect
changes in the Facilities and Services, or in the laws affecting these. EUC reserves the right to make
these changes without consulting employees and as a user you are responsible for regularly
reviewing the Policy. Continued access to or use of the ICT Facilities and Services shall constitute
your consent to such change.

All individuals using any of European University College ICT Services, including those with
their own equipment connected to the College’ network, are required to abide by the terms of
this Acceptable Use Policy, and any other procedures in this document which may apply.

I AGREE I DO NOT AGREE

Name of Employee _____________________________ Date: _________________

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: HSE07EPO1
CAA Standard:
CAA Standard 2019 Annex 3 (7.e)
Responsible:

7.e Equipment and Software Technical
Support Policy Manual; Staff Manual; Student
Handbook

Purpose:
To ensure that university ICT systems are capable of supporting daily operational requirements.

Applicability:
This policy applies to all IT support requirements due to any IT equipment malfunction,
breakdown or user error and the maintenance of such IT resources.

None

Policy:
Information and Communication Technology (ICT) systems serve a critical role in supporting the
College's day‐to‐day operations. The success of academic and administrative activities depends
on the upkeep and support of ICT systems.
All computer hardware and software possessed by EUC, as well as all consumers of computer
networks, including but not limited to college students, faculty, and staff, are entitled for user
support.
Equipment repair and preventive maintenance are examples of support services.

Approval:

Review Log:


PROCEDURE #: HSE07EPO1‐PR1
CAA Standard:
Responsible:
7.e Equipment and Software Technical Support
Procedure Manual; Staff Manual; Student
Handbook

Purpose:
1. Ensure that all Services, applications, databases, connections, and hardware at the College
are operational.
2. To ensure that all users are accountable for reporting any ICT equipment and system failures
to the ICT Department as soon as possible.

Applicability:
This procedure applies to all IT support requirements due to any IT equipment malfunction,
breakdown or user error and maintenance of all ICT resources.

Procedure:
1. All staff requests are logged into SysAid which is the IT department service management
platform. Any staff member who requires assistance can file a support request; the queues
are monitored. If the user's computer or email program are not working or for extreme
emergencies, staff may call 5030 or 5029 and an IT officer will be available for help.
2. An IT officer will respond to any requests for assistance either by phone, by email, or in
person within 24 hours.
3. Requests for assistance are generally accommodated during normal working hours with
exceptions depending on the criticality of the issue.
4. Requests are prioritized according to its urgency and the number of affected users. IT
department will prioritize a departmental issue rather than for individual problems.
Computers that aren't working will be given a greater priority than those that are having
minor or occasional issues. Because of their destructive capability and tendency to infect
other computers, computer viruses are given top importance. Requests with a similar level of
urgency will be treated in a first‐come, first‐served manner.
5. A temporary replacement will be provided if the computer is out of service for more than
three days.
6. When appropriate, the IT technical staff will use remote control capabilities to facilitate
faster troubleshooting (remote control access requires the user's consent).
7. When the request is completed successfully, the user will be notified via email. If the user
indicates that problems persist or that extra help is required, the technical team will
continue to work on the issue until both parties are happy. If the user encounters additional,
unrelated issues, he or she should make a new request.
8. The IT technical team supports all current versions Microsoft Windows and Mac OSX
operating systems as well as for Linux/UNIX computers.
9. Hardware upgrade requests will be assessed to see if they are necessary, and
recommendations will be offered. An upgrade request that would cost more than the cost of
new equipment, for example, would be rejected.
10. While the technical team is responsible for answering inquiries and guiding faculty and staff
on how to operate their equipment properly, comprehensive training in the usage of
supported hardware and software is not one of their support roles.

None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: HSE07FPO1
CAA Standard:
(7f)
7.f Information, Communication and Responsible:
Information & Technology
Technology (ICT) Policy Cross Reference: PPM

Purpose:
The goal of this policy is to establish guidelines for the proper use of ICT resources offered by the
College for academic and business purposes. The goal of this policy is to allow the College to
perform its functions by safeguarding and maintaining College ICT Resources at an adequate
level.
The objectives of the policy are:
● To provide guidance on how to use ICT resources responsibly.
● Outline the College's ICT development, implementation, and long‐term viability.
● To promote the College's effective and efficient use and operation of ICT‐based systems.
● To ensure that users are aware and knowledgeable about the protection of ICT
resources, as well as an understanding of their obligations while using them.
● Ascertaining those users are aware of their legal responsibilities when using ICT
resources.

Applicability:
This applies to all students, faculty and staff of EUC using the University’s Information,
Communication Technology (ICT) infrastructures.

Any electronic device or software used to transmit, generate, distribute, retain, or handle text
and images, photos, voice, or multimedia is considered information and communication
technology (ICT).
Examples include:
• Personal computers and laptops;
• Mobile devices such as mobile phones and tablets;
• Email and internet applications;
• Web‐based tools such as social networking sites, chat rooms, blogs, podcasts and instant
messaging systems;
• Imaging tools such as video, still or web cameras and related software;
• Audio tools such as audio recording devices, iPods, mp3 players and related software;
and
• Fax, scanning and copying machines

Policy:
Students have the right to learn in a safe setting, which includes having accessibility to ICTs to
help them learn more effectively. EUC is dedicated to the appropriate and effective use of
ICTs by ensuring reliable and dependable use of the IT services as part of their educational
experience.
For EUC's curricular offerings, IT infrastructures are adequate in terms of performance, variety,
availability, and relevance, and they satisfy the requirements of faculty and professional staff,
students, and support staff.

EUC Technology Infrastructure has ‐
● Modern equipment and suitable licensed software, including an electronic Learning
Management System (LMS), to support university activities and its programs.
● sufficient Wi‐Fi connection for all students, instructors, and employees;
● classrooms and workshops/laboratories with up‐to‐date technology, software, and
teaching materials appropriate for the type and level of programs they support;
● all students and university employees can access a reliable network infrastructure
● an online database backup system capable of securely saving important academic and
university documents and performing backups on a regular basis;
● adequate security measures to safeguard the privacy and integrity of educational,
administrative, and organizational networks;
● rules and protocols regulating the usage of technology resources that have been
published;
● a policy and a plan for upgrading hardware and software in order to maintain up to date
IT infrastructures.
● a policy and a plan for maintaining and upgrading equipment and other resources in
specialized instructional facilities including workshops, classrooms, and laboratory
facilities.

Approval:

Review Log:


PROCEDURE #: HSE07G‐PR1
MOE Standard:
MOE Standard 13: Occupational
Environment, Health and Safety (7.g)
Responsible:
HSE Department
7.g Waste Management Procedure

Purpose:
The purpose of this procedure is to outline the processes and methods of safe handling,
transport, storage and disposal of wastes generated in the College.

Applicability:
This applies to all students and employees of European University College (EUC)

Procedure:
The Health, Safety & Environment (HSE) officer shall be familiar with this procedure and is
responsible to directly advise the College CEO in the implementation of the procedure and
proper management of college wastes.

1. Identify Wastes
The University provides safe, effective, and efficient waste management services for managing
nonhazardous solid waste, recyclable waste, and hazardous waste. The University community is
responsible for identifying the type of waste produced and using the appropriate University
management system.
 Medical wastes as defined in this procedure should not be mixed with non‐hazardous
general waste streams such as waste from classrooms, offices and food. Waste
segregation shall take place at source (the point of generation) to effectively reduce not
only the amount of infectious medical waste but also of the risk of contamination.
 European University College shall potentially generate 3 types of waste (general waste,
sharps, hazardous chemical waste).

Categories of Healthcare Potentially Infectious Medical Waste (in EUC)
Clinical Blood and items visibly soiled with blood ‐contaminated

waste from patients with transmissible infectious diseases
Sharps Any object which has been used in the diagnosis, treatment
or prevention of disease that is likely to cause a puncture
EUC Policies & Procedures Manual/ Page 463

wound or cut to the skin.
Other forms of Discarded hazardous chemicals used in sterilization and
hazardous healthcare disinfection and dental laboratory.
waste
Categories of Non‐Healthcare Wastes (in EUC)
General/Domestic Includes normal office and classrom waste, all non‐infectious
waste waste, non‐toxic, non‐radioactive waste and non‐chemical
waste.
Confidential waste Includes shredded waste documents of a confidential nature.
Medical equipment Assessed as non‐infectious, i.e. not contaminated with blood
or hazardous body fluids, e.g. plastic bottles, plastic
packaging, etc.
 Medical waste shall be collected into dedicated medical wastes storage bags for
treatment and safe disposal. The bags shall be colour coded and marked according its
contents for safe handling. Wastes should not be rebagged, except under supervision in
the event of a bag failure.
 Solid medical wastes should be discarded into plastic bags or multi‐layer coated paper
bags that are capable of containing the waste without spillage or puncture, especially
during transport and handling.
 Bags for medical wastes while in use must be held firmly in a dedicated bag‐holder drum
or bin. The drum shall be of rigid but smooth material and able to hold a bag of waste in
its place.
 The bags and any container for storage of medical wastes should be marked properly
with the biohazard symbol and the words Medical Waste in Arabic and English.
 The following color code of bag corresponding to the type of waste shall be adopted in
EUC

Bag Colour Waste Category

Black General domestic and office type waste
Yellow All other medical wastes


1.1 Segregation Guidelines By Sources of Waste

Bag Color
Area

Classrooms Black bag

Offices Black bag

Faculty rooms Black bag

Reception are and Black bag
Waiting areas
Clinical cubicles and Yellow and Black bags; sharps
rooms container should be available.
CSSD Yellow and Black bags
Dental laboratory Yellow and Black bags
Pantry Black Bag
2. Evaluate Waste
The University community must evaluate their waste for its physical, chemical, and biological
characteristics to determine how it is to be properly managed.
A waste may be:
1. Recyclable, Recoverable, or Reusable Materials can be diverted from disposal in a landfill and
accepted by the University’s Recycling program. Staff are responsible for properly sorting as
much of their recyclable, recoverable, or reusable materials as possible to reduce EUC’s
environmental impact. Users of the Recycling Sorting Facility should follow the safety waste
handling standards when delivering materials. Materials currently collected under this program
include, but are not limited to, the following:
a. Metal including aluminium, steel, copper, tin, and brass. Small quantities, including
soda or tin cans, can be deposited in the universal beverage collection bins located
throughout grounds.
b. Cardboard should be flattened and placed next to any recycling receptacle. In
addition, numerous cardboard collection containers are located around on campus,
Container lids should be closed when not in use.
c. Electronics including CDs and DVDs, cell phones and chargers, used ink jet cartridges,
tapes, jewel cases, computers, printers, and TVs. Small electronics can be deposited at an
E‐Cycling location on grounds, while Recycling should be contacted for larger or specialty
items.

d. Glass including clear and all colored glass. Windowpanes, mirrors, and laboratory glass
are not permitted. Small quantities can be deposited in the designated bin which is for
Recycling staff use only. This bin will remain covered when not in use.
e. Plastics include all numbered plastic (#1‐7) such as coffee cup lids, yogurt cups, plastic
bottles and caps, plastic bags, and plastic wrap. Small quantities can be deposited in the
universal beverage collection bins located throughout grounds. Toxic substance
containers, such as motor oil or antifreeze, are not permitted. Styrofoam is not
exempted.
f. White Paper includes any white paper such as printer/copy paper, notebook paper, and
spiral bound notebooks. Paper can be deposited in any white paper recycling bin or box
or in the appropriate box in any paper recycling cabinet.
g. Mixed Office Paper includes colored paper, newspaper, magazines, envelopes, phone
books, post‐it notes, and index cards. Paper can be deposited in any mixed paper
recycling bin or box or in the appropriate box in any paper recycling cabinet.
h. Reusable Office Supply Exchange (R.O.S.E) collects and distributes new or gently used
office supplies including printer ink, binders, paper clips, rubber bands, lamps, writing
utensils, folders, calculators, white boards, cork boards, hole punchers, paper, staples,
and coffee makers.
1. Compostable organic waste (e.g. food, animal bedding, biodegradable plastics)
2. Non‐hazardous solid waste
3. Hazardous radioactive waste: containing or contaminated with a radioactive
isotope
4. Hazardous biological waste: containing or contaminated with an infectious or
potentially infectious agent, a biological toxin, animal carcasses, genetically
modified organisms, recombinant DNA, etc.
5. Hazardous chemical waste: waste chemicals, products which are chemical in
nature (cleaning agents, paint, motor oil, and pharmaceutics), products that
contain chemicals (fluorescent lamps, thermometers), or materials contaminated
with chemicals (contaminated soil or rags)
6. Otherwise Regulated Material: asbestos, car batteries, contaminated soil, and
construction debris
Storage of wastes:
General waste:

 General waste should be collected regularly to prevent spillage of waste.
 General waste must not be stored together with the clinical waste. These must be
immediately disposed through the Shute provided.
 Wastes should not be left unattended in common areas of the facility.

Clinical waste:
 Bagged clinical waste when labelled should not be stored in office or clinical areas. It
must be taken to the dedicated medical waste collection point.
 The collection area must be provided with an impervious hard standing waste receptacle.
 The storage area for the waste awaiting collection must be secure and lockable. Access to
this storage should be limited to those responsible for handling, transporting or disposing
of the waste.
 The storage area shall be air‐conditioned or chilled depending on the expected time
period over which the waste is to be stored. Purpose built refrigerated storage facility is
necessary if considering bulk storage for up to one week. A practical alternative could be
the use of steel containers with refrigerated units independently powered located at the
waste collection points.
 Basic cleaning tools should be readily available including among others, disinfectant,
granular chlorine compound for blood spillage or suitable equipment and sand available
in sealable plastic bags which can be used in the event of any liquid leakage.

Handling of Waste
 All waste storage and disposal bags must comply with the specifications given below.
Bags must be securely tied, sealed and labeled upon collection for final disposal.
 Liner bags should be removed at least once daily or when three‐quarters full. Bags used
to store medical waste awaiting collection for disposal must not be filled up more than
80% of its nominal capacity to allow effective closure by tying up its neck.
 Waste is collected every week by an accredited waste disposal company. The waste
should be kept in the medical waste bag and secure holder until collection.
 The sealing of plastic bags can be carried out by tying the neck with a purpose made
plastic coated metal wire. Staples must not be used as they may cause tearing‐off of the
bags or cause injury to the handlers.
 Trolleys or carts are used for the movements of medical waste within the source
premises
 All staff who works in areas where medical waste arises or who handle bagged waste is at
risk and will be adequately trained and supervised.
 Sharps container will be disposed to a registered provider 60 DAYS (2 months) from the
date of assembly or opening of the sharps container or when ¾ full, whichever comes
first.


Specifications
Plastic Bags Specifications
a. Bags for the storage of medical wastes should:
 Be of minimum gauge 400 (100 microns) if of low density plastic or minimum
gauge 200 (50 microns) if of high density; and
 Must Be of minimum gauge 800 (200 microns) if of low density or minimum
gauge 400 (100 microns) if of high density ‐ with purpose made ties for sealing
the bag;
 Bags in use for waste intended for autoclaving should be made of plastic
materials that withstand high temperature without melting. A polyethylene
polyamide composite plastic is recommended.

b. Container for Sharps Disposal
Contaminated sharps must be collected into a dedicated “sharps disposal” box. A
sharps disposal box should be:
 made of strong, rigid, puncture‐proof materials;
 impermeable and able to be permanently sealed once it is full or ready for disposal;
(or at intervals of not more than one week)
 fitted with non‐removable lid with an aperture that prevents removal of sharps
waste once dropped in the box;
 Preferably yellow in colour and marked with the biohazard symbol
 It should be of size suitable for handling or carrying single handedly and fitted with
a safe handle for that purpose.
 Each container should be clearly marked with the name of European University
College
 Sharps container must be labelled with the following for tracking and traceability, in
accordance with the operational processes.

The following are the requirements on the label and should be completed by the
approved Medical Waste Handlers:
 Originating Source of Waste (Physical Clinical Location)
 Date of Opening
 Date of Final Closing
 Staff Handlers Signatures

Safe Handling
 The use of wheeled trolley or cart and dedicated container is a must when moving or
transporting bags of medical waste from the point source into a designated collection or
storage area.
 At times where manual handling of bags is involved, the necks of the bags should be

positioned upright to allow any subsequent handling easily undertaken. Heavy duty
gloves should be worn and the bags are held at the closure end only. There is always a
risk of “puncture injury” as sharps or hypodermic needles may find their way into the
yellow bag indiscriminately.
 When handling sharps container heavy duty gloves should be worn and the container
should be picked up by the handle provided and the other hand should not be used to
support the bottom of the container. (Sharps have been known in some instances to
pierce the sides of its containers).
 Sharps boxes should be properly sealed by the proprietary closure whereas plastic drums
by the proprietary closure or tape as appropriate. Plastic bags should be sealed by tying
the neck securely to prevent spillage.
 Bodily contact with the bags of medical waste should be avoided.
 Personal protective outfits such as overall, mask, disposable gloves or eye protector,
need to be worn when engaged in clearing up body fluid especially when there is risk of
the worker’s skin becoming contaminated.
 A full course of anti‐tetanus, Hepatitis B carried disease immunization must be
considered for all staff carrying out medical waste handling and disposal operations.
 If a person cuts himself or has an accident, however small, he should inform the HSE
officer and retain if possible the item that caused the injury to enable the health and
safety staff to identify possible infection. Any contaminated clothing should be put into
the medical waste stream.

Chemical Spillages
 The range and quantity of hazardous substances used in the facility require preplanning
to respond to safety to chemical spills. The cleanup of a chemical spill should only be
done by experienced and knowledgeable personnel. Spill kits with instructions,
absorbents, reactants, and protective equipment should be available to clean up minor
spills. A minor spill is one that facility staff is capable of handling with the assistance of
safety and emergency personnel. All other chemical spill is considered to be a major spill.

a. Minor Chemical Spill Protocol
 Alert all people in the immediate area of the spill.
 Wear protective equipment, including safety goggles, mask, gloves and long‐
sleeved gown.
 Avoid breathing vapours from the spill.
 Confine spill to smallest area possible.
 Use appropriate kit to neutralize and absorb inorganic acids and bases.
 Collect residue and place it in a container and dispose of it as chemical waste.
 Clean spill area with water.
b. Major Chemical Spill Protocol

 Attend to any injured or contaminated persons and remove them from further
exposure to the spill.
 Alert people in the work place to evacuate.
 If spill material is flammable, turn off ignition and possible heat sources.
 Call Dubai Civil Defense at 999 for assistance.
 Close doors to affected area.
 Have any person knowledgeable of spill incident in the facility to assist emergency
personnel.

Disposal of Pharmaceutical Wastes
 Pharmaceutical wastes normally should be returned to a responsible person of a
pharmacy.
 Incineration or land filling is the preferred disposal route for small amounts of solid
medicines and injectables, except where the EPSS advise otherwise, e.g., chlorates.
 Disposal of solid pharmaceuticals (e.g., tablets and capsules) should be in accordance
with the EPSS Technical Guidelines No: 33 ‐ the Disposal of Outdated (redundant)
Pharmaceuticals & Medicines.
 Small quantities of some liquid medicinal products may be disposed of by flushing to
sewer via a water closet provided the procedure has been approved by the EPSS. The
procedure becomes more acceptable if consignments are flushed away over a period of
two to three days.
 For routine collections of redundant stocks, contacts should be made with the wholesaler
or supplier

Waste Audit
European University College will carry out a waste audit of their premises to:
 Identify the types of waste being generated
 Identify the quantities being generated
 Improve waste minimization and segregation
 Assess the needs for training
 Assess the types of waste containers needed in each location
 Organize the proper treatment and disposal arrangements.

The audit needs to be conducted by the HSE officer. The audit will involve observation of
generation practices, collection of waste, sorting and measurement of waste quantities.
Every room of the facility should be covered in the audit. Results of the audit must be shared
and reviewed by the HSE Committee. Recommendations for improvement will be provided

to the Chief Executive Officer.

Training
All staff who works in areas where clinical waste arises should receive instructions and
understand the proper way of waste handling, storage, segregation, and disposal procedures.
All staff that may be required to move bags of clinical waste within a particular location should
be trained to:
 Check that storage bags are securely sealed;
 Handle bags by neck only;
 Know the procedure in the case of accidental spillage and to report promptly such
incident;
 Check the integrity of the seal of the storage bags when movement is complete;
 Be able to identify the bag and ensure that the origin of the waste is clearly marked on
the bag; and
 Understand the special problems related to handling of the contaminated sharps and
always wear heavy duty gloves when handling contaminated sharps containers.

Types of wastes generated by the College include:
Medical wastes – these are waste arising from dental treatment, teaching, and research activities
which may cause infection to any person coming into contact with it. Further Classification
includes:

 Infectious – these are wastes generated during student clinical practice that becomes
contaminated with blood and body fluids exposing persons to infectious diseases.
 Chemical, toxic or pharmaceutical ‐ these are hazardous waste produced by the college
that are dangerous to human health. These include disinfectants, sterilization chemicals,
batteries, dental laboratory chemicals, expired medications and dental products.
 Sharps– these are sharp items that could cause cuts or puncture wounds. They include
needles, hypodermic needles, scalpels and other blades, knives, broken glass, and nails
etc.

General wastes – these include all non‐hazardous waste materials such as paper, cardboard,
wood, metal and plastic; uncontaminated packaging materials; food scraps etc.
MSDS (Material Safety Data Sheet) – is a document that contains information on the hazard
evaluation on the use, storage, handling and emergency procedures related to that material

None

Approval:

Review Log:
Version 1 Dean / September 2007 Initial
Version 2 CEO /Date


PROCEDURE #: HSE07H‐PR1
MOE Standard:
MOE Standard 13: Occupational
Environment, Health and Safety (7.h)
7.h Procedure to Reduce Water & Energy Responsible:
Consumption HSE Department

Purpose:
The purpose of this procedure is to detail the ways or means on how to conserve and reduce
water and electricity consumption in the college.

Applicability:
This applies to all students, faculty and staff and visitors of European University College (EUC).
Procedure:
1. Responsibilities:
It is everyone’s responsibility and do one’s part to conserve and reduce water and energy
consumption.
All student, faculty and staff should report any observations that can increase energy and water
consumption to the HSE Officer so that appropriate and prompt action will be done to minimize
further loss.
HSE Officer must conduct regular checks on college facilities; reports all occurrences and findings
to the Manager of Facilities for appropriate action. All issues and concerns shall be discussed in
the HSE Committee meetings.
HSE Committee may provide long‐term energy‐saving and water conservation solutions and
recommendations to the CEO.
2. Energy Control Best Practices
The three main practices for Energy control (Controlled Environment, Environmental Awareness
and Innovation Hubs).
2.1 Control Environment
a) New Buildings/ Facilities Control: Campus new buildings to be highly structured,
controlled environments that are in compliance with the local green building
standards.
b) Existed Building/Facilities Control: to modify, update and renovate all older buildings
that were not designed to be energy efficient, or that rely on outdated equipment.
The University to carry out major cost‐effective investments to improve building
performance.
c) Retrofit Project: a building retrofit project to be the final stage of planning, this
comprehensive project to be in coordination with specialist Energy saving company.

2.2. Environmental Awareness
The Office of Facilities Management to educate and encourages all the university community
members to implement energy efficiency best practices.

2.3 Innovation Hubs
EUC encourages all community members to be eager to develop and implement energy
efficiency solutions.

Important tips to follow during Peak time in UAE
The peak time for electricity and water in the UAE is from 12 pm to 5 pm especially in summer
months (June to September). To help save the energy during the peak hours –
 Try to delay tasks until after 5 pm or complete tasks before 12 pm.
 Try and limit the use of devices and not to run too many devices during the peak hours.
 Put off air conditioning when no one is working in or using the room.
 Turn off lights when room is not in use.
 Use the cooling effect of winter season and minimize use of air conditioning if possible.
 Use of low energy LED lights which will use 90% less energy and lasts 10‐20 times longer
than regular incandescent light bulbs.

Conservation tips to reduce energy consumption
a. Classrooms
 Ensure all windows are properly shut when air conditioning is on, this will make air‐
conditioners more energy‐efficient.
 Replace air‐conditioner filters at regular interval
 Use the individual switches or control system to control room temperature for central
air‐conditioning systems
 Set the thermostat at 24◦C in the summer, and set it at automatic mode, so that it
shuts and restarts at intervals.
 Unplug all devices including mobiles phones chargers, electronics and equipments
even when switch off.
b. Offices
 To save electricity, put computers, printers, copiers and fax machines on “standby” or
“sleep mode” after about half an hour of activity. The shorter the period, the more
energy is saved.
 When everyone has left for the day, switch off lights and computers.
 Refrain from using extra equipment, share them with other officemates.
 Only print or photocopy whenever there is a need for it. Recycle discarded or unused
paper.
 Instead to taking the elevator, use the stairs. Use the elevator when you are in a group

instead waiting for a separate one.
 Turn off and unplug all equipments (e.g. copiers, coffee machines, computers) during
the weekends and long holidays.
c. Dental operatory rooms
 Turn off and unplug all equipments, dental unit, x‐ray machines, computer at the of
the shift, at weekends and holidays.
 Temporarily turn off dental spot light when not needed at a particular time, only to
turn it on when dentist actually needs it.
 Turn off air conditioning when there are no patient treatments for the day.
 Set air conditioners to automatic mode.

Conservation tips to reduce water consumption
 Use the half‐used water bottle to water the plants in the office.
 Ensure that all water taps in clinical rooms and cubicles and pantry are tightly closed and
not dripping.
 Turn off tap during the process of lathering hands during hand washing, opening the tap
when it is time to wash off the lather.
 Use minimal amount of liquid soap to wash hands. Applying too much liquid soap will
consume more water.
 Immediately report any leaks to the HSE officer to prompt action.
 Immediately report water leaks in dental units to the Biomedical engineer. Refrain from
using the dental unit until leak is fixed and close the main water control valve to prevent
more water loss.
 Use of water flow reducers in all faucets.

None

None

Approval:

Review Log:


8. Learning Resource Center

POLICY #: LRC08APO1
CAA Standard:
Responsible:
Chief Executive Officer / Quality Assurance
8.a LRC/Library Policy Cross Reference: PPM; Student Handbook,
Catalogue, Faculty Manual, Staff Manual

Purpose:
To support teaching and learning across the whole of European University College (EUC).
To promote the benefit of reading, both as a necessary skill in the pursuit of academic excellence
and as a source of personal enhancement.
Applicability:
This policy applies to all EUC students, faculty and staff.
None
Policy:
European University College (EUC) provides adequate space, conducive for study and research,
for collections, equipment, staff offices, and individual and small group study.

EUC ensures sufficient and appropriate equipment, such as workstations, printers, electronic
imaging equipment, projectors, and white boards, to allow students, faculty, and staff to access
electronic databases, perform searches, copy materials (within limits prescribed by copyright
laws), and study.

EUC ensures a budget sufficient to acquire adequate learning resources to support all of the
institution’s programs.

Approval:

Review Log:


PROCEDURE #: LRC08APO1‐PR1
CAA Standard:
Responsible:
8.a LRC/Library Procedures and Regulations
Handbook, Catalogue, Faculty Manual, Staff
Manual

Purpose:
This policy provides guidance for library operations and its use at European University College
(EUC).

Applicability:
This procedure applies to all EUC student, Faculty and staff.

Procedure:
EUC Library
The EUC Library has a large collection of dental literature that can be used for academic research
purposes. The librarian is proactive in ensuring that information resources are maintained to
satisfy the current and future needs of their users.
The EUC Library is considered adjunctive to the two e‐libraries available to EUC personnel; The
EUC Library has a mix of printed and electronic materials, including publications, periodicals,
database, multimedia presentations, CDs/DVDs, e‐books, e‐journals, and more.
The EUC Library's principal purpose is to provide academic support to its students, faculty and
staff.
Operating Hours:
 Library is open on Saturdays to Thursdays from 8:00 AM to 8:00PM
 On days when the College is closed, as listed in the EUC Academic Calendar, the
library is generally closed.
The Librarian is responsible for maintaining cleanliness and orderliness in the library at all times
in order to protect the common good of all library customers.
The library is generally only open to registered students and is subject to the rules of the library
as well as any other universal restrictions issued by the College for the use of its facilities.
Borrowing privileges, access to electronic resources, and other services are all available at the
library.

A. Use of Library Materials
 Any activity that is likely to annoy or bother other library users, or that is harmful to
the library's materials or operation, is prohibited.
 Users are not permitted to scribble in or otherwise damage library books.
 The librarian must be notified of any library books or materials that are lost or
damaged so that appropriate replacement and repair can be arranged.
 Smoking and eating food and drinking are prohibited in all areas of the library.
 Cell phones, photography, personal stereo equipment, and other equipment are not
allowed in the library unless the librarian gives permission.
B. Circulation Policy:
Borrowing
Books on lease are for the borrower's sole use only and must not be transferred on to
anyone else, whether or not they are authorized to use the library.
Students may borrow the resources below:
Resource Qty Duration

Books 2 7 Days
Course Books (Text Books) 2 5 Days
Course Books (Reference Books) ‐ Reference Only
(Within Library)
Magazines/Journals 2 3 Days
AV Resources (Book Companion 2 2 Days
CDs & Floppies)
AV Resources (VCD/DVD/Video ‐ Reference Only
Cassette) (Within Library)
Reservation of Books
Only when library materials are on loan may they be reserved.

Within 24 hours after notification, the reserved material is picked up from the library. If not,
the reservation will be forfeited.
Return of Books
On or before the due date as indicated on the library borrower’s card, books are to be
returned.
As a result, the user will receive reminders.
Renewal of Books etc.

Books can be renewed twice for a total of five days each time.
Periodicals and audio‐visual material can be renewed twice for a total of two days each time.
If there is a reservation against a certain resource, it cannot be renewed.

Fines / Charges
Any borrower who fails to extend or surrender borrowed materials by the date it is due,
borrower is subject to a fine based on the rates below.
Books Dhs 1 per day
Text Books Dhs 2 per day
Magazines / Journals Fils 50 per day
Recalled Items Dhs 2 per day
Lost or Damaged Library Materials
Within 30 days, borrower must replenish the lost or damaged material at their own expense.
If the borrower was unable to replace the book within the designated time, the Librarian will
begin the purchase, and the borrower will be charged the actual price of the resource plus
20‐30% for freight and handling charges.

None

None

Approval:

Review Log:
Version 2 CEO /Date


9. Fiscal Resources, Financial Management and Budgeting

POLICY #: FM01APO1
CAA Standard:
Responsible:
9.a Internal Audit Policy Finance
Cross Reference

Purpose:
To establish the European University College's policy regarding internal financial audits.
The purpose of internal audit is to provide independent assurance that an organization's risk
management, governance and internal control processes are operating effectively.

Applicability:
This policy applies to all European University college employees.

Internal Auditing:
According to the Chartered institute of internal auditors, internal auditing is an independent,
objective assurance and consulting activity designed to add value and improve an organization's
operations. It helps an organization accomplish its objectives by bringing a systematic,
disciplined approach to evaluate and improve the effectiveness of risk management, control,
and governance processes.

IIA Standards – Institute of Internal Auditors’ International Standards

Policy:
European University College shall demonstrate through detailed procedures and related
objective evidence, that it has an effective process of internal auditing and financial control that
complements the accounting system and the annual external audit.
Internal Audit Activities are conducted in accordance with the Institute of Internal Auditors'
International Standards for the Professional Practice of Internal Auditing (IIA Standards) and
other auditing standards, as applicable.
Internal Auditor (s) must have an impartial, unbiased attitude; avoid any conflict of interest or
perception of conflicts of interest.
Internal auditor (s) shall report its findings to the Board of Trustees in the form of a report
through The Chairman.

Approval:

Review Log:



POLICY #: FM09BPO1
CAA Standard:
Responsible:
9.b External Audit Policy Finance Department

Purpose:
To ensure that European University College (EUC) follows internationally recognized financial
reporting standards.

Applicability:
This policy applies to all EUC activities subject to external audit international standards.


Policy:
The BOT shall appoint an external audit firm form one of the most reputable FRS
Certified Accounting Firm in UAE to conduct an annual audit.

The draft audit report shall be submitted directly to the BOT who review, discuss and accept
prior to issuing the final external audit report.

Approval:

Review log:

Version
Number


POLICY #: FM09CPO1
CAA Standard:
Responsible:
9.c Budgeting Policy Finance

Purpose:
The purpose of the budgeting policy is to ensure achieving a challenging optimistic budget while
maximizing resource outcomes and allocating those resources to align with the EUC mission.

Applicability:
This policy applies to all EUC departments and programs in preparation and management of
operating and capital budgets.

Fiscal Year: The European University College's fiscal year is defined as the twelve‐month period
beginning January 1 and ending December 31 of the same calendar year

Policy:
The Board of Trustees is responsible for approving the annual operating budget of the European
University College.
The Board approves the operating budget in November – December prior to the beginning of the
fiscal year (January 1‐ December 31) each year
The Fiduciary Committee of the Board of Trustees is the Board committee with oversight of the
budget. The chair of the Fiduciary Committee submits the budget to the full Board for approval
as noted above. The Fiduciary Committee works with the President, Finance manager to ensure
good internal financial controls, policies and procedures are in place over the budget
Preparation, review and approval processes.

Approval:

Review log:



POLICY #: FM09DPO1
CAA Standard:
Responsible:
9.d Financial Policy Finance

Purpose:
The purpose of the financial policy is to create a financial system that governs the financial
activities inside the college to ensure the efficient utilization of the college's resources. In
addition, the policy and associated procedures will allow the College to uniformly apply to all
EUC staff.

Applicability:
The financial policy shall apply to all European University College Faculty, staff and Students.

None

Policy:
The financial policy of the college shall make sure that all transactions (Ex. income receiving,
payment, expenses replenishment, handling cash, bank deposit, cheque encashment,
procurement) are complying with the IFRS (International Financial Reporting Standards).

Approval:



PROCEDURE #: FM09DPO1‐PR1
CAA Standard:

Responsible:
9.d Financial Procedure Finance

Purpose:
The purpose of the financial procedure is to guide EUC all staff and clarify the steps of complying
with the financial policy.

Applicability:
The Financial Regulations are approved by the Council of EUC. These regulations apply to:
● The conduct of all financial business of the College, irrespective of the source of funding;
● All bodies included in the EUC annual audited financial statements including all subsidiary
companies;
● All funds received and held by the college from whatever source;
● Funds of any organization (not part of the college), when the college acts as a custodian
of its funds.

Procedure:
Objectives
The primary objective of these regulations is to ensure the proper use of finances and resources
in a manner which satisfies the requirements of accountability and internal control.
It also fulfils any legal or financial obligations laid down by the ministry of higher education and
scientific research, and to cover any financial issue which might arise with any other
governmental or non‐governmental authority. It is the responsibility of the heads of all College
divisions to ensure that all those to whom any financial authority is delegated are made aware of
the existence and provisions of these regulations.

Compliance
All employees of EUC are required to comply with these financial regulations (irrespective of
whether their appointment is financed by general college funds, research grants and contracts,
or trust or other funds);
All those not directly employed by EUC, but have responsibility for the administration or
management of the college funds.

Distribution

The EUC Accountant is responsible for ensuring that copies of the regulations are distributed to
the Assistant Operations Manager.

Revision
Whenever it is appropriate, the Financial Auditor shall arrange for the regulations to be
reviewed and for any proposed changes to be submitted to the College Council for its
consideration.

Financial Responsibility within the College
A. The Vice Chair‐BOT
The Vice Chair‐BOT is the executive person of the College, with general responsibility for the
financial administration of the College, for planning of its work, and for the management of its
resources. The Vice Chair – BOT will primarily perform the following duties;
● Financial control within the Unit;
● Proper application of funds;
● Financial control over the expenditure;
● Appropriate and adequate arrangements exist to safeguard all assets;
● Adequate procedures for regular independent checks of financial transactions.
B. The Auditor is the chief financial officer of the College. He is responsible for the following:
● Ensuring that adequate controls and procedures are in place to record all transactions of
the College in an accurate and timely manner;
● Providing financial information and advice to all budgetary units;
● Advising the relevant College bodies and officers on financial policies and planning, and
the financial implications of any proposals;
● Ensuring that copies of the financial regulations are distributed to all Colleges and
administrative unit.
Fiscal year
The fiscal year of the College begins on the first of January and ends on the thirty‐ first of
December.
Financial Ethical Policies
ETHICAL CONDUCT
o College employees and others with responsibility for the administration or
management of college funds should never use their authority or office for
personal gain;
o Any personal interest which may impinge on an employee's impartiality in any
matter relevant to his / her duties should be declared by the employee to the
head of the department or other appropriate authority;

o All healthcare providers, staff of the College have a general responsibility for the
security of the College property.

None

None

Approval:

Review Log:


POLICY #: FM09EPO1
CAA Standard:
(9e)
9.e Purchasing and Inventory Control Policy Responsible:
Finance Department

Purpose:
With the use of inventory control data, optimize and enable efficient ordering operations and
maintain an optimal quantity inventory of institutional equipment.

Applicability:
This policy applies to all purchasing and inventory control of educational equipment’s for use by
.
Educational equipment means tangible property used by institutions of higher education in
support of instruction as defined by Law Insider.

Policy:
EUC makes every effort to purchase goods and services at the lowest feasible cost and of the
highest possible quality. Transactions for purchases, including requests for estimates of pricing,
must be undertaken through the Purchasing Department.

If educational pricing and discounts are offered, they must be used on all purchases.
Faculty and staff that spend their own money on equipment, computers, or computing
equipment will not be reimbursed by their department or the college. College resources must be
used to purchase all computing equipment.

The Purchasing Department is responsible for the acquisition of goods and services for all
College departments, with responsibility assigned by the Board of Trustees through the
President.

Approval:

Review Log:

EUC Policies and Procedure Manual/ Page 488

POLICY #: FM09FPO1
CAA Standard:
Responsible:
9.f Cash Management Policy Finance Department

Purpose:
The purpose of the cash management policy is to outline the cash management practices in
EUC.

Applicability:
The policy to be applied to all EUC employees dealing with any kind of collection (cash, cheques,
credit card (cash equivalent).

None

Policy:
EUC permits receptionist(s) to handle cash. Receptionists are responsible for security and control
of their cash funds. The fund should be secured at all times in a locked place and to submit a
reconciliation report to the accounts Department.

In case of any discrepancies in cash reconciliation, an incident report shall be processed by HR
and accounts for investigation and taking necessary corrective actions where needed.

Approval:

Review Log:


POLICY #: FM09GPO1
CAA Standard:
Responsible:
9.g Financial Risk Management Policy Finance Department

Purpose:
The goal of this policy is to provide advice on risk management in order to assist the
achievement of company goals, safeguard employees and business resources, and guarantee
financial viability.

Applicability:
This policy does apply to financial transactions in European University College, which is managed
by the Finance Department.

The chance of incurring losses on an organization’s business enterprise is referred to as financial
risk. Creditworthiness, liquidity ratio, and strategic risk are some examples of the more prevalent
and broad financial threats.
Risk management is the process of recognizing potential dangers ahead of time, analysing them,
and adopting preventive measures to mitigate or eliminate the risk.

Policy:
EUC has a comprehensive risk management strategy that includes Board and Senior
Management control to maintain resiliency and improve overall financial stability.

The Board of Trustees has ultimate control over EUC and is responsible for ensuring that a
comprehensive risk governance system is in place that is appropriate for the University's risk
tolerance, structure, scope.

EUC uses the International Organization for Standardization's ISO 31000 Risk Management

Approval:

Review Log:
Version
Number


POLICY #: FM09H1FPO1
CAA Standard:
Responsible:
9.h Auxiliary Enterprises Policy Finance department

Purpose:
The purpose of this Auxiliary Enterprise Policy is to provide a framework for auxiliary financial
operation and controls at EUC.
Applicability:
This policy applies to all auxiliary enterprises operated by European University College.

An auxiliary enterprise is an entity that exists to provide goods and services to students, faculty,
staff, and incidentally to the general public. This service complements the primary mission of the
College.

Policy:
In line with CAA Standards Stipulation 9.6.7 ‐ Revenues and costs related to auxiliary
enterprises are accounted separately and included in regular financial reporting.

In line with CAA Standards Stipulation 9.6.8 ‐ Revenues in excess of expenses for auxiliary
services are used in a manner consistent with the European University College policies to
improve student and training services, such as scholarships and support for student activities.

Auxiliary enterprises shall be operated to support the European University College’s mission.
An Auxiliary enterprise may charge a fee directly related to the cost of the goods or services.
The auxiliary enterprise is managed as an essentially self‐supporting activity.

Auxiliary enterprises shall provide quality products and/or service at the best value for money.
Good and services prices, and all charges by auxiliaries are to be set at a level adequate to
support the operating and reserve requirements, as well as student research and related
activities.

Auxiliary enterprises shall always maintain a sufficient working capital, operating expense and
renewal and replacement reserves.
Each auxiliary enterprise shall use IT systems applicable to the type of enterprise operated.
Appropriate information shall be available in and adapted to the college’s primary accounting
system.

Approval:

Review Log:



POLICY #: FM09IPO1
CAA Standard:
Responsible:
Finance Department
9.i Refund Policy Cross Reference: PPM, Catalogue

Purpose:
To provide guidance in the manner of refunding of payments to registered students.

Applicability:
This policy applies to all registered students of European University College (EUC).

None

Policy:
EUC recognizes that once a student has registered, he or she is technically and personally
responsible for the course until he or she formally decided to withdraw by a specified time.

Student must submit a duly filled refund application to the Accounts department.

Application and admission fees are non‐refundable.

EUC allows refund in limited cases as detailed in refund procedure.

Approval:

Review Log:



PROCEDURE #: FM09IPO1‐PR1
CAA Standard:
Responsible:
Finance department
9.i Refund Procedure
Cross Reference: PPM, Catalogue; Student
Handbook

Purpose:
To outline the terms and conditions and deadlines for students requesting refund of fees.

Applicability:
This procedure applies to all registered students of EUC.

Procedure:
Deadlines are outlined below:
STATUS Tuition
Dismissal No refund
Leave of Absence 50% refund within the first third of the semester
Withdrawal 50% refund within the first month of the semester
(Or an apology)

*Terms and Conditions:
1. There are no refunds for the application and registration fees.
2. If a student drops from a course, the tuition fee will be returned back to the student
account and can be used for the next semester.
3. If a student withdraws from the University permanently, the student must submit a duly
filled refund application form to the Accounts department.
4. In case of the non‐compliance with the agreed‐upon payment schedule, all deposits will
be applied to liabilities owed to the institution, with any remaining funds being
reimbursed.
The credit amount will be refunded to the student within 30 days.
None
None

Approval:

Review Log:


10. Legal Compliance and Public Disclosure

POLICY #: LCP10APO1
CAA Standard:
Responsible:
10.a Conflict of Interest Policy Assurance
Handbook, Catalogue, Faculty Manual,
Staff Manual

Purpose:
To ensure that European University College’s (EUC) commitment to the virtues of honesty,
integrity and fairness and that the professional duties, responsibilities and work activity
conducted by the employees of EUC incorporate consistent ethical standards.

Applicability:
This policy applies to all EUC students, faculty members and staff.

A conflict of interest occurs when an individual's economic and academic status or other
personal interests may influence his or her sound judgement when performing University role or
responsibilities. It typically occurs when a person has the chance to influence University’s
operations, whether administratively, academically, through research activities, or other
commitments where it could lead to personal or professional advantage and financial gains.

A conflict of commitment occurs when a person conducts transactions that may interfere with
his or her responsibilities and commitment to the University.

Policy:
European University College (EUC) commits to fulfil its mission and vision through a robust
application of preventing and resolving conflicts of interest.

The academic community at EUC has a fundamental obligation to make judgments that are in
line with the University's goals. Faculty and senior administrative members are bound by their
duties to care and be loyal to EUC as a whole and must keep the interests of the University first.
All EUC community members are expected to:
● Follow the conflict‐of‐interest policy and procedures outlined in this document;
● declare any relevant professional and personal interests and affiliations that could lead to
a conflict of interest
● resolve any conflicting interests and adhere to the University's governance or oversight
strategy;

● keep an eye out for possible conflicts of interest;
● if necessary, establish strategies for identifying and addressing conflicts of interest.

Approval:

Review Log:



PROCEDURE #: LCP10APO1‐PR1
CAA Standard:
Responsible:
10.a Conflict of Interest Procedure Assurance
Cross Reference: PPM; Student Handbook,

Purpose:
To give direction on how to structure European University College (EUC) student, faculty, and
staff interactions and activities such that they comply with the policy's requirements.

Applicability:
This procedure applies to all situations of conflict of interest among EUC student, faculty and staff
members.

Procedure:
Conflict of Interest General Guidelines
Three approaches ‐
 always declare;
 in most circumstances, handle the conflict;
 Restrict the activity where it is required to safeguard the public's or the University's
interests.

Any probable or potential conflicts of interest must be disclosed by students and all EUC
personnel.
Faculty members participate in professional activities that may put their private or personal
values in contradiction with their official responsibilities.
A faculty member must be aware of the possibility for conflicts of interest and must take
appropriate steps that minimizes their impact.

Activities Related to Students
 In their dealings or interactions with students, faculty members must avoid any perceived
or actual conflict between their professional responsibilities and personal interests.
 It is the faculty member's obligation to resist being placed in a place of authority.
o as a result of their specialized teaching, research, or administrative
responsibilities
o over their spouses or other close relatives who are also University students.
 It is also faculty members' responsibility to avoid having sexual relationships with or
making sexual overtures to students over whom they have authority. These professional
limits ensure that student evaluations are handled properly and without the appearance

of partiality or bias, as well as avoiding potential harm to students and liability.
 A faculty member may not assign students to university initiatives sponsored by a
corporate entity or to participate in a consultancy relationship with the firm if the
student has a significant financial stake in the company.
 Students are not allowed to engage in consulting activities if doing so would hinder them
from fulfilling the degree's training requirements.
 The Chief Executive Officer and department chairs are responsible for safeguarding the
interests of students and employees who may be involved in a conflict of interest with a
university official who has a financial stake in the outcome.
 If a conflict of interest arises, the student must be made aware of it. Their concerns can
be addressed with a university officer or panel tasked with keeping an eye on the
situation.
 At least once a year, the Chief Executive Officer and department chairs will meet to
monitor and address any unresolved conflicts of interest.

Activities Related to Family Members
 Faculty members should not be in a position of power over a spouse or immediate family
member who is also employed by EUC.
 Faculty members are not permitted to engage in any family member's hiring or
employment procedures.
 A faculty member and a spouse or other immediate family member may both work for
EUC as long as the faculty member has no control over the spouse's or relative's
employment conditions and activities and is not in a position to influence those activities.
 In addition, the EUC Conflict of Interest policy allows spouses or other direct family
members to work in two jobs under certain conditions:
1. If both the employee and a family member work in the field of education,
research, or administrative jobs;
2. If the Board of Trustees determines that such dual employment is in the best
interests of the University; and
3. If the Board of Trustees makes certain that neither the employee nor the family
member oversees, reviews, or otherwise engages in personnel decisions affecting
the other.

Disclosure Process:
A. Duty to Disclose
All EUC community members must report the following activities and financial interests
that may generate conflicts of interest:
 Supervisors or department chairmen review the first disclosure. They will determine
whether or not there is a conflict of interest. In addition, constraints or limits of any kind
will be applied in order to reduce or eliminate the conflict of interest.
 Any disclosure made by a student of staff must be in full detail, accurate and complete

and submitted in advance to permit correct and unbiased evaluation before any
commitment is initiated that will create a conflict‐of‐interest situation.
 The entire EUC community are obliged to fully during a review of the facts and situations.
 As part of routine supervision, department chairs will report to the Chief Executive
Officer on steps taken to avoid or manage conflicts of interest or the appearance of such
conflicts among faculty members and/or academic administrators who are related as
family. The Chief Executive Officer likewise will report to the Board of Trustees on the
steps in this regard.
 Faculty members and/or academic administrators who are the subject of such
investigations must get copies of the findings on a timely basis in each case.
 These rules apply to part‐time faculty members who have decision‐making authority over
the employment and/or management of family member also employed by the College.

Sanctions for Violations
Failure to follow the above‐mentioned conflict‐of‐interest standards might have dire effects:
 Employees who violate the employment‐based restrictions may face penalties and/or
termination. Professional ethical violations may result in disciplinary action.
 Serious sexual harassment offenses will increase the likelihood of litigation defense and
liability exposure.
 Department chairs are responsible for reporting any false or dishonest dealings to the
Chief Executive Officer. The Chief Executive Officer will disclose any reported false or
dishonest transactions to the Board of Trustees.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: LC10BPO1
CAA Standard:
Responsible:
10.b Anti‐Corruption and Bribery Policy Quality Assurance
Staff Manual; Student Handbook

Purpose:
1. This policy assures that the institution adheres to the greatest levels of truthfulness, ethics,
and fairness in both its operations and its public image.
2. To ensure that European University College employees follow cohesive ethical standards in
their professional tasks, obligations, and work activities.
3. To protect employees and the college from real or perceived influence and possible criticism.

Applicability:
This policy applies to all employees of the EUC family who work for or on behalf of EUC or who
are otherwise involved in EUC operations.

Corruption ‐ defined as abuse of entrusted power for private gain. It encapsulates 3 core
elements: abuse, entrusted power and private gain.
Bribery ‐ is the act of offering someone money or something valuable in order to persuade.

Policy:
EUC is committed to conduct business ethically and in conformity with UAE anti‐bribery laws and
regulations. It is the policy of the College to prohibit specifically the members of the faculty and
staff either directly or indirectly give or receive any form of improper payments or monetary
gains for the purpose of personal profit.

Any College employee must not‐
1. grant, pledge, authorize, accept, or give someone something of value (including but not
limited to financial payments) in order to illegally induce the receiver to take (or prevent
from taking) action that would benefit EUC or any other party; or
2. Acquire or accept anything of value (including but not limited to cash rewards) with the
intent of inducing or rewarding poor execution of one's responsibilities or duties or gaining
an unfair advantage.

EUC requires all College employees to abide by this policy and to perform their duties and
responsibilities in a fair, transparent, honest way to depict highest professionalism and integrity.

Any forms of corruption or bribery allegedly purported by an individual will be strongly dealt
with and will be investigated. If proven, a college staff member may be subject to disciplinary
action.
EUC has the right to end contractual agreements with any entity that is proven to have
committed acts of corruption and bribery to any College staff. Such third‐party providers will be
banned forever in making any future contracts with EUC.

Approval:

Review Log:


PROCEDURE #: LC10BPO1‐PR1
CAA Standard:

Responsible:
Quality Assurance
10.b Anti‐Corruption and Bribery Procedure Cross Reference: PPM; Faculty Manual;
Staff Manual; Student Handbook

Purpose:
To describe the various types of corruption and bribery that can occur. Giving or receiving
improper payments or other favours, either directly or indirectly, for the aim of gaining an
advantage.

Applicability:
This procedure applies to all employees of the EUC family who work for or on behalf of EUC or
who are otherwise involved in EUC operations.

Procedure:
1. Solicitation: The solicitation of gifts or favours by any college personnel is prohibited. The
solicitation of gifts or the granting of favours has the potential for impropriety or the
appearance of impropriety, and can create inequities among employees.
 College personnel must not seek for themselves or others any gift or benefit that
could be reasonably interpreted by another as an inducement which might place
them or the College under an obligation to the donor.
 Without authorization from the Chief Executive Officer, no EUC employee may
distribute any written solicitation material in (a) places of work at any time, or (b)
non‐working areas e.g., restrooms and along hallways during working hours.
2. Gifts:
In the course of their college work, employees may be offered gifts or benefits.
 College personnel must not accept any gift or benefit which they believe to have
been intended as an inducement to place them or the college under an obligation to
the donor.
 In any calendar year, multiple presents from a single source are forbidden.
Employees of the college are not permitted to receive or solicit any gift from anyone who:
 is requesting that the employee or the College take official action,
 conducts business with the College or intends to do so;
 engages in activities that are governed by the College;

 Has a vested interest that could be harmed significantly by the employee's or
college's performance or lack thereof.
The following are exceptions to the gift ban:
 On the same terms and conditions, the general public has access to the same
opportunities, benefits, and services. This could include low‐value promotional
products sent by vendors to clients on a regular basis, as well as courtesy copies of
professional printed material.
 Where the employee paid for the item at market price.
 Materials used for educational purposes.
 Routine and reasonable expenses for travel for a business meeting, seminar,
conference or similar function as invited speaker or as invited participant.
 A gift from a family member
 Anything given as a result of a personal friendship.
 Food or drink that does not cost more than 50.00 dirham per person per calendar
year, provided that the food or drink is (a) consumed on the premises where it was
purchased or made, or (b) catering.
 Endowments, inherited wealth, and other post‐death transfers
Upon the occasions when gifts are traditionally given or exchanged among all employees in
the workplace, such as Eid, birthdays, Christmas and New Year, all employees may
participate in gift giving.
In general, gifts should not exceed a limit of 50 dirhams placed on gifts, and employees
should not be made to feel that they are required to participate in gift giving or exchanges.
Gifts exceeding 50 dirhams or greater are permitted only upon approval of the Chief
Executive Officer and/or Chairman, Board of Trustees.
Disciplinary action will be taken against any employee who violates this policy.
Staff responsibilities:
1. Employees must guarantee that they have read, comprehended, and adhere to this
policy.
2. All staffs are responsible to prevent, detect and report bribery and corruption.
3. If employees believe or suspect a breach of this policy has occurred or may occur in the
future, they must tell their line management OR the Risk Manager as soon as practicable.
4. Any employee who violates this policy will be subjected to disciplinary action, which may
include dismissal due to gross misconduct. If other contractual or part time employees
violate this policy, we reserve the right to terminate their employment.


How to report:
Staffs are empowered to express their concerns about any concern or possibility of malpractice
as soon as feasible. If staff is uncertain if a specific conduct involves bribery or corruption, or if
they have any other questions, they should contact their line manager or the Risk Manager.
Staff Protection:
 Employees who refuse to accept or give a bribe, or who raise concerns or report
misconduct by others, are sometimes concerned about the potential consequences.
Dismissal, disciplinary action, threats, or other unpleasant treatment as a result of raising
a concern are all examples of detrimental treatment.
 If employees believe they have been subjected to such treatment, they should
immediately notify the Human Resources Manager.
 If the conflict is not resolved, they may file a formal grievance using the Faculty and Staff
Manuals ‐ Staff Grievance Procedure.
 No tip, gift, or favour shall be accepted by an employee that may influence or appear to
affect workplace decisions or actions.

Staff Training:
All new employees receive training on this policy as part of their on‐boarding process.

Approval:

Review Log:

Version 1 Dean / August 2010 Initial
Version 2 CEO /Date


POLICY #: LCP10CPO1
CAA Standard:
Responsible:
10.c Copyright and Intellectual Property Chief Executive Officer / Quality
Assurance
Policy Cross Reference: PPM; Student
Handbook, Catalogue, Faculty Manual,
Staff Manual

Purpose:
● To provide guidance on European University College's (EUC) perspective on the key concepts
of ownership, security, and development of intellectual property (IP) and copyrights for the
benefit of students and employees.
Applicability:
● This policy applies to students, faculty and staff of EUC.

Any creation of the human mind that is protected by the law against illegal use by others is
known as an intellectual property.

Copyright includes teaching materials created by university staff for the purposes of a course's
curriculum and developed, utilized, or communicated by the University, as well as the results of
research specifically financed and supported by the University.

The copyright must belong to the appropriate member of staff and/or student when the staff
generates material for personal use and reference as an aid to teaching.

Policy:
European University College (EUC) recognizes and supports the long‐standing tradition that
academic works such as articles and books, presentations, curricula, multimedia elements, and
other educational resources are the property of the faculty member who created them and not
the university.

Approval:

Review Log:



PROCEDURE #: LCP10CPO1‐PR1
CAA Standard:
Responsible:
10.c Copyright and Intellectual Property Chief Executive Officer / Quality
Procedure Handbook, Catalogue, Faculty Manual, Staff
Manual

Purpose:
To outline the rights and duties of European University College (EUC), its faculty, staff, and
students in terms of intellectual property and copyright ownership and administration.

Applicability:
This procedure applies to all EUC faculty, staff, and students.

Procedure:
The University takes ownership of all intellectual property rights residing in and emerging from
works (including but not limited to the works listed below) designed, developed, or generated by
the following individuals:
 individuals engaged by the University in the course of their work;
 people engaged in study or research at the University who have agreed in writing to be
bound by this policy as a condition of being permitted access to the University's premises
or facilities;
 Individuals hired by the University on a contractual basis to provide services during the
delivery of the course.
Propriety Rights
1. The University owns intellectual property developed by researchers, professionals, or
students working on university research or other University projects if it is created in one of
the following ways:
(a) Within the provisions of university employment, including work under university grants
and third‐party contracts;
(b) With a heavy reliance on EUC resources
2. The individual will own the intellectual property if it is generated outside of the provisions of
EUC employment and without any major use of EUC resources.
3. The University owns the intellectual property rights (IPR) that occurs in and/or arise from the
following activities:
 Works produced by university‐owned or operated computer hardware or software;
 Videos, audio‐visual projects, and other works produced using University resources;
4. Any IPR, including copyright developed by EUC staff and students in the course of their job
or program of study, will belong to EUC.

 Patentable and non‐patentable inventions;
 Data, software, hardware, course materials and lecture notes, module handouts and
other ancillary materials;
 Intellectual knowledge associated with the above;
 Audio‐visual compilations and other educational resources or writings published by the
University or made publicly available through university facilities, systems, or networks,
both electronically and not.
5. EUC fully recognizes its employees' demands for unrestricted rights to use their teaching and
learning materials created during their time at the university. As a result, the University now
provides its employees a nonexclusive, royalty‐free, irrevocable license to utilize the teaching
and learning works created by staff during their employment at the University, as well as all
intellectual property rights therein, for any non‐commercial purpose.
This policy will remain in effect after the end of employment or registered studies in the
following situations:
 Any revenue‐sharing or other payment or compensation rights that may arise to staff
and/or students at the University's expense.
 Any outside commercial obligation exploiting IP at the expense of EUC shall continue
after termination of employment or studies.
Unless the University has clearly and explicitly returned back the IP to the staff or student who
created it, the University Chief Executive Officer at its prerogative, decide on an appropriate
arrangement for exploitation (if any) of the IP, after getting the advice of a specialist, the
opinions of the relevant staff or student or any third party, and shall be responsible for any
eventual agreements.
If the use of any IP results in EUC receiving funds directly from it, then, after accounting for:
 the inputs of the concerned staff member or student;
 the inputs of any third party; and
 The actual cost of EUC financing supplied or expected to be provided to safeguard and
utilize the IP.

Those funds will be divided to the concerned staff member or student in a portion set by EUC in
an equitable, acceptable way. If a disagreement arises that cannot be addressed through
dialogue, the concerned staff member or student may file an appeal with the Board of Trustees.

Failure to follow this policy will be regarded as misconduct, and disciplinary action will be taken
according to university processes.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: LCP10DPO1
CAA Standard:
Responsible:
10.d Teach Out Policy Chief Executive Officer/ Student
Affairs

Purpose:
To ensure that various stakeholders and in particular, the students’ interests are protected at

Applicability:
This policy applies to courses of study where the EUC decides to discontinue or disestablish the
course. This decision could be made for a variety of reasons, including low enrolment numbers,
significant modification, a strategic change in the University's business objectives, and so on.

Teach Out Plan. The written plan and subsequent process by which the University provides
organisational and educational support services to students who are enrolled in a discontinued
academic program. To allow enrolled students to complete their program in a reasonable
amount of time, the Teach Out process frequently extends far beyond the closing date (the date
on which the site or program is permanently closed to admissions). The plan must ensure that
students are treated fairly in an institution.

Policy:
European University College (EUC) ensures that the institution has the skills necessary,
infrastructure, faculty, and support systems to remain stable, fulfil its mission, and satisfy all
commitments to its existing students while providing an education teach‐out plan.

EUC commits to minimizing student drawbacks if the University is forced to completely stop a
course of study.

Approval:

Review Log:



PROCEDURE #: LCP10DPO1‐PR1
CAA Standard:
Responsible:
Chief Executive Officer / Student Affairs
10.d Teach Out Procedure
Purpose:
To provide direction on European University College's (EUC) commitment to make adequate
arrangements and enable students to complete academic programs if it is forced to cancel a
program or shut down operations.

Applicability:
This applies to courses of study whose discontinuance or disestablishment is decided by

Procedure:
Closing an academic program at EUC necessitates extensive planning and communication with
all parties involved. Every effort should be taken to the notify everyone involved about the
circumstances leading to such a significant decision, and all relevant information should be
provided. Because current students and professors are most immediately affected, their
immediate interests and future prospects demand prompt attention and commitment. The EUC
Teach Out strategy strives to safeguard students' and faculty's interests.

1. If the College decides to discontinue an academic program, all marketing and recruitment for
the program shall end immediately, and new student enrolment for the next quarter will also
cease.
2. The Chief Executive Officer and Office of Student Affairs will develop a program teach‐out
timetable that takes into account course sequence, scheduling, course loads, and course
enrolment caps for the discontinued program. For each student enrolled in the teach‐out
program, an audit will be undertaken to identify which courses the college must offer in
order for the student to finish the program.
3. Based on the program's teach‐out timetable, each student will receive a personalized teach‐
out plan outlining the courses that must be completed in order to finish the degree program.
An approximate end date for discontinued courses will be included in the student's tailored
teach‐out schedule.
Students will have the option to transfer to if the conditions may warrant it:
 Transfer to another academic program at EUC
 a new program designed to replace the cancelled program

 Another accredited higher education institution where credits earned at EUC are
accepted for transfer.

Obligations of the University are as follows:
 EUC promises to give each student with a written personalised teach‐out plan.
 EUC promises to provide all of the courses (or equivalents) on the Teach Out program's
calendar.
 EUC pledges to providing specific academic guidance and counselling to students in
relation to their particular Teach Out plan and the Teach Out policies outlined in this
policy.
 EUC pledges to finance the Teach Out program from its own funds. As a result of the
Teach Out, no additional charges beyond those in the student's original enrollment
agreement will be levied to the student.
 EUC will also monitor other UAE higher education programs to be aware of transfer
options to other institutions. The University will contact such institutions and may initiate
initial agreements with them to facilitate seamless transfer process.

Obligations of the Student are as follows:
 The student agrees to follow the course schedule outlined in the personalized Teach Out
plan.
 The student commits to complete the courses outlined in the personalized Teach Out
plan and timetable. Inability to take a course when it is given does not oblige the
university to offer it again or outside of the Teach Out program's term.
 The student agrees to sign a document acknowledging receipt of the Teach Out
notification and the student's personalized Teach Out plan.
 The student promises to stay enrolled in their program for the duration of the Teach Out.

The Teach Out plan includes the following:
1. Termination and closure dates;
2. A description of how the affected individuals (students, faculty, and staff) will be notified
of the upcoming closure;
3. A description of how students would be assisted in completing their program of study
with the least amount of disturbance and expense possible;
4. How faculty and staff will be reassigned or supported in finding new jobs;
5. If the university is closing, signed copies of Teach Out agreements with other universities;
6. Make plans for the storage of student records, as well as the distribution of any
remaining cash resources and other assets.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: LC10EPO1
CAA Standard:
Responsible:
10.e Publications Policy Chief Executive Officer
Staff Manual

Purpose:
This policy provided guidelines for maintaining and updating the European University College
(EUC) website and other print or electronic publications.

Applicability:
This policy applies to publication of work produced by members of faculty and staff and, where
appropriate, by students. This policy does not apply to academic publications such as research
papers, scientific journals, or books that are produced as part of routine academic activity.

Publishing is defined as the making of information such as university programs, its activities and
endeavours available to the public that represents the university. Information may either be
linked to the University website or from other websites, printed or electronic or in reproducible
forms.

Policy:
European University College’s (EUC) ensures official information, both print and electronic
publications for students, prospective students, and the public provide complete, clear,
consistent, accurate and trustworthy information about the institution. It must be legally
compliant, timely and accessible.
EUC assures that enrolled students have access to institutional documents such as the Catalogue
and Student Handbook, as well as official administrative communications.
Those who develop, publicly release, and manage published material, whether online or in print,
will have clear roles and responsibilities. For every publication a dedicated content owner will be
in charge of making sure the publication follows this policy. An appointed content manager will
be in charge of managing and releasing particular publications. The Chief Executive Officer will
be in charge of the publication policy's overall administration.

Approval:

Review Log:


PROCEDURE #: LC10EPO1‐PR1
CAA Standard:
Responsible:
10.e Publications Procedure Chief Executive Officer
Staff Manual

Purpose:
To define the procedures for the publication of work produced by members of faculty and staff
of European University College (EUC) and where appropriate, by students.

Applicability:
This procedure applies to publication of work produced by members of EUC faculty and staff and,
where appropriate, by students.

Procedure:
The appointed person for EUC publications is in charge of the following tasks:
1. Ensures that the university complies with publication policies and standards, rules and laws.
2. Evaluates all publications‐related initiatives and expenses.
3. Conducts a specific appraisal to identify the need for publications, the quality and
effectiveness of university publications.

EUC Website – the Marketing department is responsible for maintenance of the EUC website.
Website content must be monitored regularly every 6 months to allow for updates and changes
in the faculty list (if any), academic calendar, editorials etc.

Printing of College publications could either be done in‐ house or can be outsourced upon
approval by the Chief Executive Officer.

Categories

A. Official or Primary Publications
The Commission on Academic Accreditation (CAA) requires handbooks and manuals, guides,
as well as supplemental guides and instructions. and other materials as stipulated in the
Standards. Among the publications are:
 Catalog
 Faculty and Staff Handbook
 Student Handbook
 Institutional Effectiveness Manual
 Policies and Procedures Manual
 Academic Calendar

B. Administrative or Secondary Publications
These are publications aimed at potential students and those interested in learning more about
EUC and its programs. Included in this area are:
 prospectus and circulars or notices
 disclosure about university courses,
 announcements of the separate departments,
 Both the regular and summer session newsletters,
 Marketing materials,
 Schedule of classes,
 Schedule of final exams,
 informational guidance documents for new students
 welcome pamphlets
 sporting events (if any)

C. General Information Publications
These are public‐information publications that include all advertising and promotional items as
well as general information. This may include:
 Magazine, journal, pamphlet etc.
 Press announcements that necessitate event coverage.

None

None

Approval:

Review Log:

Version 2 CEO /Date


POLICY #: LCP10FPO1
CAA Standard:
Responsible:
10.f Institutional Relations Policy Chief Executive Officer/ Quality
Assurance
Purpose:
To establish guidelines and give direction to university employees in managing external
interactions with a diverse group of European University College (EUC) stakeholders, as well as
to encourage a collaborative approach to achieving the best possible outcomes from such
connections.

Applicability:
This policy applies to all external and internal stakeholders of European University College.

None

Policy:
European University College (EUC) uses various modes of developing external relations by
communicating with stakeholders in a uniform and consistent manner.

EUC guarantees that a strategic approach to institution‐level external relations is adopted across
the University, and that long‐term relationships with supporters and external partners are
properly maintained.

EUC guarantees that all external relations activities are carried out in an ethical and coordinated
manner, in keeping with the University's principles of integrity, trustworthiness, transparency,
and excellence and that conflicting or unacceptable approach to external parties are avoided.

Approval:

Review Log:



PROCEDURE #: LCP10FPO1‐PR1
CAA Standard:

Responsible:
10.f Institutional Relations Procedure
Assurance
Purpose:
This policy defines the role of external relations between European University College (EUC) and
external stakeholders.
Applicability:
This applies to all EUC staff and students.
Procedure:
The following principles underpin this policy:
1. EUC staff involved in external relations activities should behave as ambassadors for the
university as a whole and avoid bringing the university into disgrace.
2. 2. External sharing of information about the University should be carefully considered to
ensure that such information is relevant, precise, and not provided where it is commercially
sensitive or in violation of data protection legislation. (Advice should be obtained if in
question.) Requests for financial information, for example, should be passed through the
Head of Finance for verification, and the Information & Technology Office will be glad to
provide guidance on the propriety of information sharing in other cases).

Responsibility
The Chair of the Board of Trustees, through the Chief Executive Officer and Marketing Manager,
shall be responsible for enforcing this policy.

External Stakeholders
A. Regulatory / Governmental Relations
 EUC builds relationships with community leaders, government agencies and third‐party
advocates to further the mission of the university in the public sector.
 EUC works to maintain a positive relationship with the Ministry of Education, Commission
of Academic Accreditation and Dubai Healthcare City Authority to create an environment
of collaboration and compliance to regulatory standards
 EUC complies with all regulatory and governmental requirements on a timely manner.
B. Social Media
The marketing department's goal is to raise public awareness of EUC and enhance its reputation

and national recognition. The services given are as follows:
 Coordinates interview schedules and media engagements for faculty, staff and students;
 Prepares and disseminates news releases for the university;
 Assist with drafting opinions/editorials, talking points, and source pitches;
 Promotion of key events, presenters, events, rewards, accolades, and accomplishments;
 Crisis communication and media and public response management.
C. Accountability
 University employees and students are fully responsible for and liable for any social
media posts that represents the university.
 All social media usage must adhere to university policy as well as federal privacy laws.
 EUC has the authority to stop or delete any social media content posted on platforms
associated with the university. The Marketing and Public Relations Department can be
contacted with any concerns.
 • Be aware of and respectful of copyright and intellectual property rights while creating
content on social media. If you wish to use copyright protected material, give them
proper credit for their work and obtain the rights or permission from the license holder.
The Marketing and Public Relations Department can answer any questions about usage.
 EUC disclaims all liability for pages or social media content claiming to represent the
organization on unauthorized or unapproved social media platforms.
 It is forbidden to use the EUC name, logos, or any other University image or emblem to
advertise products, movement, political organization, or person of any type on personal
social media sites.
 With permission from the administrator of the site or media property from which the
content originated, EUC pictures and videos may be used on personal websites and social
media.
 Designated academic and administrative employees, such as Department Chairs or
professors, Marketing, Student Affairs, and others, must work closely with senior
administration to achieve the University's strategic goals.
None
None
Approval:

Review Log:
Version 2 CEO /Date


POLICY #: LCP10GPO1
CAA Standard:
(10g)
10.g Co‐operative Agreements and Responsible:
Chief Executive Officer
Contractual Relationships Policy Cross Reference: PPM

Purpose:
The goals of this policy are to ensure that (a) European University College (EUC) contracts are
evaluated and implemented in accordance with university procedures, and (b) risks related with
EUC Contracts are properly analysed.

Applicability:
This policy applies to all European University College (EUC) contracts and persons participating in
the valuation or implementation of university contracts.

A "University Contract" is defined as any arrangement between two or more entities, where one
entity is University. The University must have a vested interest in it. The document does not
necessarily be titled as a University Contract, as it can be called in several ways such as
“Memorandum of Understanding “(MOU), “Letter of Agreement”. “Letter of Understanding”,
“Memorandum of Agreement “(MOA) connotes the same meaning.
University Contracts are not agreements between individual departments within the university,
nor are contracts between private entities in which the university has no responsibility.
Furthermore, agreements that are simply entered into by a student group, a University
Foundation, or another University‐Associated Entity that is legally independent from the
University are generally not considered University Contracts.

Policy:
European University College (EUC) ensures that it meets all legal requirements of the UAE and of
the Emirate or Emirates in which it is located.

In developing contractual relationships, EUC ensures that the College representatives take
responsibility for anything undertaken in its name. It ensures that the range of activities that
may form the basis of a contract meet the Standards of Institutional Licensure (SIL). Such
activities may include: co‐operation in planning and developing programs, courses and teaching
and learning material; delivering such programs, courses for teaching and learning materials;
exchange of faculty and professional staff, students and administrators; co‐operation in
consultancy and research activities, and internship opportunities; or receiving services.

EUC will submit any prospective contract or memorandum of understanding that will impact its
programs of study to the Commission on Academic Accreditation (CAA) for review and approval
before signing it.

Notwithstanding any outsourcing of services, EUC remains responsible for the quality and
timeliness of the services provided, for protecting confidentiality, and for ensuring that such
services meet the requirements of the SIL.

If a contractual relationship involves an educational organization as a partner, EUC offers
evidence of the partner organization’s quality, ensuring that it is either licensed in the UAE or
respected internationally.

EUC regularly evaluates its contractual relationships for effectiveness and uses the results of the
evaluation for improvement.

Approval:

Review Log:


PROCEDURE #: LCP10GPO1‐PR1
CAA Standard:
Responsible:
10.g Co‐operative Agreements and Contractual
Relationships Procedure Cross Reference: PPM

Purpose:
This policy establishes the general boundaries within which a University Contract may be
produced, as well as whom and when individuals with signature authority may sign University
Contracts.

Applicability:
This policy applies to all European University College (EUC) contracts, as well as
everyone involved in the evaluation or implementation of University Contracts.

Procedure:
The person who initiates the contract for the University is accountable for the following:
 Studying the contract in its entirety and ensuring that the contract language
appropriately describes the agreements and satisfies the objectives of the institution and
its programs.
 Evaluating whether the agreement is in the University's best interests.
 Making sure that the department will do everything possible to fulfil the University's
contractual responsibilities.
 Validates that the department has chosen a contract manager who will function as a
primary contact for contractual matters, retain contractual documentations, and monitor
contract compliance and deadlines.
 Ensuring that the contract is explicit and concise so that the University's responsibilities
are understood.
The initiating employee must send the contract to the appropriate department or person listed
below. The contract's execution should not commence until all entities have signed it and the
responsible University department has received a duly signed copy for its records.
Authorized Signatory: For contracts for which no office is specifically identified.
‐ Chief Executive Officer
Facilities Management: For contracts related to the development and improvement of
university facilities, as well as contracts for supplementary services rendered to university
community members.

‐ Facilities Manager
Purchasing: For contracts related to the purchase of university supplies, consumables,
equipment’s or machines for university use and services.
‐ Procurement Manager and Finance Manager
Innovation Partnerships: For nondisclosure or confidentiality agreements pertaining to
information to be utilized for research purposes, and licenses and other contracts providing third
parties the right to exploit technologies, patents, and copyrighted materials developed at the
University.
Property Acquisition & Leasing: Contracts for the purchase and long‐term usage or rent of
property and space outside and within the campus
‐ Chief Executive Officer; Finance Manager
Sponsored Programs: All incoming and outgoing grants and contracts and agreements with
external sponsors, private sponsors, federal and local government that support University
research, scholarship or creative activity
Review and Approval of Contracts
Prior to execution (signing), all University contracts must be evaluated and verified by the
authorized negotiating department or the Authorized Signatory or designate.
The Authorized Signatory who authorizes any University Contract is responsible for verifying that
the contract complies with all applicable University and UAE policies, regulations, rules, and
guidelines, is free of Prohibited Terms and conditions, and has all requisite insurance coverage.
Employees who are entitled to sign University Contracts and do so in accordance with this Policy
shall be protected by UAE law.
None

None

Approval:


Review Log:

Version 2 CEO /Date


POLICY #: LC10HPO1
CAA Standard:

Responsible:
Quality Assurance
10.h Website Policy Cross Reference: PPM; Catalogue

Purpose:
To establish the guidelines for maintaining the University website according to standards.

Applicability:
This policy applies to all EUC Head of Departments/Units.

None

Policy:
European University College (EUC) commits to comply with the Commission for Academic
Accreditation (CAA) Annex 22 regarding Website requirements.

EUC has a public website that offers facts about the institution's governance, as well as its
program and service offerings. The information on the website is appropriate for all EUC
stakeholders, especially probable students and families, to make appropriate judgments on
which University to study.

EUC website https://www.euc.ac.ae/resident/home is a public domain and serves as a means of
providing accurate and updated information to current and prospective students, faculty, staff,
and the community about all aspects of the University. The University ensures the ongoing
update and development to manage the information on the website effectively and efficiently.
The following information at institutional and program levels is considered to be the minimum
that should be provided on the website:
1. Institutional level
a. brief introduction to the institution;
b. Vision and Mission;
c. Goals and Objectives;
d. information on the governing body;
e. information on the senior management team;
f. organization chart;
g. current and previous Catalogue(s);
h. Student Handbook;
i. academic calendar;
j. admission requirements;

k. information on General Education;
l. student services and facilities;
m. organizational activities and news;
n. information on branch campuses or campuses in other countries, if applicable;
o. contact information and location;
p. date of last website update.
2. Program level
a. list of programs offered and local accreditation status;
b. international accreditation (if applicable);
c. for each program:
● chair/program coordinator;
● program learning outcomes;
● curriculum structure, credit hours and graduation requirements;
● study/guidance plan;
● course descriptions’;
● cost of studying in the program;
● Information about faculty serving the program (name, rank, highest
qualification and name of awarding institution, major/specialty).

Approval:

Review Log:


PROCEDURE #: LC10HPO1‐PR1
CAA Standard:
Responsible:
Quality Assurance
10.h Website Maintenance Procedure
Cross Reference: PPM; Catalogue

Purpose:
To detail the processes in the maintenance of the European University College (EUC) website.

Applicability:
Applies to the European University College website.

Procedure:
The Marketing Manager is responsible for the review and approval of the structure and layout of
open public web pages available through the euc.ac.ae domain.
All departments maintaining active public web pages available through the euc.ac.ae must
ensure information is correct and updated before the start of every semester.
Evaluations undertaken by staff or committee members are validated by the department chairs
and head of departments.
The marketing department assigns a qualified staff member to modify and make appropriate
changes after the evaluation and must confer with the webmaster to make the modifications
If you do not follow this procedure, the Website Committee may take action against a staff who
ignore to follow the procedure, including suspending or removing the web page (s). Data taken
from other sites cannot be regarded as official University information.

University Website Committee:
Responsibilities
 Overseeing, interpreting and revising current website policy;
 Introducing new policies in response to new technological advances and challenges
relating to website management.
 meet as needed to address any written inquiries, concerns, or grievances about website
policy, maintenance, or other matters that may emerge
 accepts proposals and monitors the progress of projects;
 New web pages must be reviewed by the Website Committee from beginning to end;
 Examines each project before to its launch.
Each web page created for university communications must adhere to a consistent design, style,
and functionality. Each web page must adhere to the Website Committees’ overall design
preference even though each wed page has different contents.
The Chief Executive Officer (CEO) shall appoint the following committee member as follows:
1. Webmaster
2. Marketing Office – Marketing Manager; Graphic designer
3. IT department – IT Manager

4. Student Affairs Office – Director of Student Services; Administrative Assistant
Website Security and Access
The Website Committee will create a permissions system that will be utilized to safeguard the
University website's security. Those with unlimited access to manage the site are usually
restricted to those specifically appointed by the Marketing Office and are required to keep the
site running.
Only the webmaster and staff, marketing staff, and information technology (IT) staff may have
full access to the official University website.
Link from Web Pages
Internet users who violate University policy or perform or promote acts that are illegal or
infringe University commitments may have their Web page links, publishing capacity, and
privileges on university servers disabled and/or removed. Based on a comprehensive review by
the Website Committee, these URLs and publication capabilities may be restored.

Disclaimers
A text‐only browser must be enabled to read all disclaimers and links to disclaimers.
1. A disclaimer is not required on official University Web pages. Official University Web
pages will have a logo or other symbol to indicate that they are official.
2. The departmental pages will be listed alphabetically (A‐Z index) as follows: At the top of
the departmental page, there is a disclaimer: The University has a policy of abiding by
and followed by the federal and state regulations. Although the information on these
pages is provided by specific departments, the University has the responsibility to ensure
3. At the top of all alphabetical directories of Instructional Web pages is a disclaimer that
reads: Instructional Page Disclaimer: It is the policy of the University to abide by and
follow federal and state laws. The instructional pages of EUC faculty represent individual
views and do not necessarily reflect the views and/or policies of the University. The
University is not responsible for the content of these pages or any links that you may
follow from this server beyond this point.
4. At the top of all alphabetical directories of Student Organization Web pages, there is a
disclaimer that reads: Student Organization Page Disclaimer: It is the policy of the
University to abide by and follow federal and state laws. The instructional pages of
student organizations represent individual views and do not necessarily reflect the views
and/or policies of the University. The University is not responsible for the content of these
pages or any links that you may follow from this server beyond this point.
None


None

Approval:

Review Log:


11. Community Engagement

POLICY #: CE11APO1
CAA Standard:
Responsible:
Chief Executive Officer/ Student Affairs/
11.a Community Engagement Policy Community Engagement
Cross Reference: PPM; Student Handbook,

Purpose:
To ensure that ongoing community service activities at European University College (EUC) are
identified and communicated to students, faculty, and staff and to promote community
engagement efforts.

Applicability:
This policy applies to all students, faculty, staff and administrators of EUC.

None

Policy:
In accordance with its mission, European University College (EUC) has developed a strategic plan
specifically directed at chosen areas of community engagement, including initiatives aimed at
supporting inclusive and sustainable development of the community. The plan includes involving
and working with concerned private and governmental stakeholders.

EUC commits itself to demonstrate the responsibility toward community contribution, whether
through preparing students to succeed as engaged professional citizens or working to enhance
the well‐being of the local and national community.

As part of its mission, EUC strives to contribute to the development of Dubai and the United
Arab Emirates in its entirety by:
● Embrace shared values of basic human and civil rights
● Graduating responsible professionals who are aware of their civic and social
responsibilities
● Making available the University’s expertise, resources, and facilities where appropriate.

Approval:


Review Log:



PROCEDURE #: CE11A‐PR1
CAA Standard:
Responsible:
Affairs/ Community Engagement
11.a Community Engagement Procedure
Handbook, Catalogue, Faculty Manual, Staff
Manual

Purpose:
To define the principles underpinning EUC’s community engagement activities as well as the role
of faculty, staff and students in fulfilling their civic commitment.

Applicability:
This procedure applies to all students, faculty, staff and administrators of European University
College (EUC).

Procedure:
Responsibilities:
 Ensures that the Community Engagement Strategy of the University is implemented and
sustained
 Ensures that all community activities are consistent with EUC mission
 Ensures that the plan for community engagement/outreach/service is documented,
disseminated, and reviewed periodically.

Manager for Community Affairs
 Formulates the community engagement strategy in coordination with appropriate
stakeholders
 Ensures that adequate resources and mechanisms are available for effective
implementation of the policy
 Documents and benchmarks the activities/events that contribute to community
engagement/outreach/service
 Regularly evaluates the effectiveness of the events and activities
 Includes the community activity of faculty and staff in the annual evaluation criteria and
professional development plans.

Implementation of the policy:
 The Chief Executive Officer and the Director of Student Services and Community
Engagement will be the contact point for meeting and networking with the concerned
stakeholders and other involved community partners

 Systems will be in place to track and monitor the community needs, the evolving
profession requirements, and develop appropriate mechanisms toward responding to
those needs and requirements
 Efforts will focus on encouraging the participation of the faculty and students in
curricular and extracurricular activities that provide them with opportunities to
contribute their expertise to partners in business, industry and government
 EUC will implement procedures that provide opportunities for faculty, staff, and alumni
to engage in professional development activities
 The EUC website will include a community engagement platform. This will highlight the
various community engagement activities and shall be updated on an ongoing basis.

None

None

Approval:

Review Log:
Version 2 CEO /Date


POLICY #: CE11BPO1
CAA Standard:
(11b)
Responsible:
11.b Community Advisory Board Policy Board of Trustees

Purpose:
EUC should establish a community advisory board to bridge the gap between EUC and
community.

Applicability:
This policy applies to EUC community advisory boards

None

Policy:
EUC advisory board shall include voluntary representatives of the UAE community, who serve as
partners to the EUC Faculty and staff to provides strategic advice to EUC management regarding
community related programs and activities. The advisory board where possible shall advice
regarding community‐engaged research opportunities.

The community advisory board meets at least twice a year.

Approval:

Review Log:
Version
Number


POLICY #: CE11CPO1
CAA Standard:
(11c)
11.c Continuous Education and Lifelong Responsible:
Learning Policy Cross Reference: PPM

Purpose:
To ensure continuing education and lifelong learning activities are embedded in European
University College (EUC) curriculum and pedagogy that leads to skills, academic and personal
developments.

Applicability:
This policy applies to all EUC courses.

None

Policy:
European University College (EUC) encourages students and alumni to proactively continue to
develop lifelong learning by attending education conferences and seminars provided by the
university. EUC endeavours to incorporate theoretical concepts with actual practices through
creative ways that enhance critical thinking and inspire high ethical standards benefiting the
community as a whole.

EUC ensures that College courses incorporate lifelong learning topics to enable students with
new perspectives that will assist them in their chosen field of expertise. Motivation to pursue
continuous learning even after graduating from a degree entails pure drive and self‐motivation.

In order to inculcate the desire for a lifelong learning among our students and alumni, EUC
thrives to provide the best foundation skills among our students and alumni. This necessitates
significant adjustments in curriculum and teaching, with a focus on eagerness to learn rather
than topic mastery.

Approval:

Review Log:


EUC Policy Procedure Manual-Final-23!01!22

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EUC POLICIES AND PROCEDURES

Occurs Occurs Occurs

Interruption in a Short term Some disruption Sustained loss of Permanent loss of

Financial Less than 1000-3000AED 3000-7000AED 7000-15000AED More

WERE THRE ISSUES RELATED TO RECRUITME

WAS COMMUNICATION A FACTOR YES  COMMUNICATION BETWEEN STAFF AND MANAGEMENT

 LEADERSHIP DOESN’T PROMOTE CULTURE  LEADERS DOESN’T

CS02 Student Program Evaluation Form Program Director End of every semester

CS07 Faculty Module Review Report Program Director End of every semester

CS09 Class Visit Report Program Director Twice each semester

CS10 Evaluation of the Teaching Staff Performance Program Director End of every semester

S15 Class Average Report Registrar

S17 Ability to Communicate Report Program Director

S18 Demand on Programs Report Registrar

S20 Report on Success in Subsequent, Related Coursework Director of Student Services

S22 Report on the Utilization of Teaching Staff Registrar

S23 External Quality Auditors Evaluation of the Administration Unit Quality Officer

Google G Suite All students Faculty will use Google G Suite

Microsoft Teams Faculty, staff, trustees, and Microsoft Teams will largely be

Phone Faculty, staff, trustees The Chief Executive Officer and

Discrimination: Defined as a deliberate prejudice against someone nationality, ethnicity,

WBA Competencies Assessors

EUC Policies and Procedures Manual / Page 187

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EUC Policies and Procedures Manual / Page 209

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EUC Policies and Procedures Manual / Page 220

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European University College (EUC) considers faculty development indispensable for

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EUC Policies and Procedures Manual / Page 281

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EUC Policies and Procedures Manual / Page 295

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EUC Policies and Procedures Manual / Page 305

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EUC Policies and Procedures Manual / Page 321

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Discrimination: Defined as a deliberate prejudice against someone nationality, ethnicity,

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Procedure Cross Reference: Student Handbook,

EARLY WARNING POTENTIAL CAUSES TRY THIS

HEALTH, SAFETY AND ENVIRONMENTAL CHECKLIST