/Institutions/University-of-Dubai/json/2024-2025/Policy-and-Procedure-Manual-local.json

/Institutions/University-of-Dubai/json/2024-2025/Policy-and-Procedure-Manual.json

Policy and Procedure Manual 2024-25 > Legal Compliance and Public Disclosure > University Document Publications Policy

University Document Publications Policy

Policy 

Each academic or administrative unit must update its annual/regular publications or related sections of such publications, as specified in listing below, at least three months before the beginning of the academic year.  

The QAIE shall coordinate/consolidate various replies and ensure the publications’ compliance with accreditation requirements and UD policies. All publications or sections of academic nature need the approval of the VPAA. Those of administrative nature need the approval of the DOA.

Approved material/documents shall be sent to the Marketing & Communications Department for graphical layout. The owner(s)/author(s) of the document must make a final review of the contents and graphical layout, and approve it before publication. They will be responsible and accountable for the accuracy of their content.

If the document(s) are printed the Procurement Office shall follow the internal procedures for seeking printing services. The Marketing & Communications Department shall handle any technical communications with the printing company. 

List of University Publications

1. UD Policies and Procedures Manual

This publication is maintained by the QAIE. The policies are developed and/or revised in consultation with the concerned department(s) and disseminated to the stakeholders by the QAIE.  Every policy is reviewed at a minimum every three years to ensure accuracy. This manual is developed according to the 2019 Standards for Licensure and Accreditation of the Commission for Academic Accreditation (CAA) requirements covering the following topics:

• Mission, Organization and Governance

• Quality Assurance

• The Educational Program

• Faculty and Professional Staff

• Students

• Learning Resources

• Physical and Technology Resources

• Fiscal Resources

• Public Disclosure and Integrity

• Research

• Community Engagement
  
  

Approvals Needed: Deans, Program Directors, respective Department Managers, QAIE, VPAA and UD President.

Revision: As needed. Overall review once a year.

 

2. Quality Assurance/Institutional Effectiveness Manual

This publication is maintained by the QAIE and may be updated when necessary and disseminated to the stakeholders by the QAIE.  This manual is developed according to the 2019 Standards for Licensure and Accreditation of the Commission for Academic Accreditation (CAA) requirements covering the following:

1. The organization of the Quality Assurance & Institutional Effectiveness department of the institution and its place on the organization chart. 

2. The role of the Quality Assurance & Institutional Effectiveness Department in strategic planning, operational planning and preparing annual reports. 

3. The timetable for the periodic review and update of the mission, vision and strategic plans for the institution. 

4. The expected outcomes of all units and services.

5. The processes and established timetables used to assess all programs, courses, processes and services. 

6. The instruments to be used and the type of evidence to be collected and analyzed. 

7. The entities responsible for each aspect of assessment and quality assurance. 

8. The process for reviewing the results of assessment and developing approved action plans that include projection of required budgets and resources. 

9. The process for disseminating the results of assessment, including what will be disseminated and to whom. 

10. The process for monitoring the implementation of improvement plans. 

Approvals Needed: QAIE Committee, QAIE, VPAA and UD President.

Revision: Minor revisions as needed. Overall Review: Once in 5 years

 

3. UD Catalog(s) (Release Date: June)

These publications are prepared annually by the QAIE Department based on material received from various units. The UD Catalog contains all information needed by prospective students or parents. The UD Catalog will be developed according to the 2019 Standards for Licensure and Accreditation of the Commission for Academic Accreditation (CAA) requirements:

The Catalog is the basic reference document about the institution and its programs for prospective and enrolled students and is readily available online. The Catalog is considered as a contract between the institution and its students so that the rules, regulations and degree requirements in effect at the time of a student’s initial enrollment remain consistent to graduation, assuming normal progress to program completion. The Catalog has the following contents:

1. Current academic calendar;

2. Brief statement of institutional history, plans, institutional mission, vision, goals and objectives;

3. Statement about licensure and program accreditation;

4. Organizational charts of the university and each college;

5. Brief description of the institution’s financial resources, physical setting, community resources and any cooperative relationships with other educational and cultural institutions;

6. Admission requirements and procedures, including application fees, admissions deadlines, policies on transfer credit, withdrawal and readmission;

7. Policies on registration, withdrawal, readmission, probation and dismissal.

8. Financial policies, including all costs (tuition, fees, and other program costs), schedule for payments and policies and procedures for refunding fees and charges to students who withdraw from enrollment, a description of financial aid policies and opportunities;

9. Description of the availability of student services;

10. Statement of student rights and responsibilities, constraints on students, rules for maintaining order on campus and general process for resolving complaints;

11. Statement about academic integrity, including a definition of plagiarism and other academic offenses;

12. Description of governance, including the student role, if any;

13. Definitions of academic terminology such as credit hour,  major, minor, or area of concentration and the number and level of credits required for each;

14. Course offerings, with required sequences and frequency of course offering explicitly stated, course descriptions, credits, class and lab hours, instructor, course content and, if appropriate, course level and prerequisites;

15. Programs and degrees offered with exact titles and program completion requirements with program learning outcomes and how they are aligned with the QFEmirates;

16. Description of the general education requirements or program, including outcomes;

17. Academic regulations, including the grading system and standards for academic progress;

18. Listing of the senior administrative staff and members of the governing body;

19. Listing of the faculty with degrees held, experience and the conferring institution.

20. Graduate catalogs must include:

    1. UD research policy,  research interests, copyrights and property rights;

    2. Policies and procedures for projects, theses and dissertations, submissions and approvals.
       
       

Approvals Needed: Deans, Program Directors, respective Department Managers, QAIE, and VPAA.

      Revision: Once a year.

 

4. Student Handbook (Release Date: July)

This publication is prepared annually by the DSS, Colleges and the QAIE Department. The Student Handbook contains information relevant to the students and that is not detailed as the catalog. It includes information on the UD Code of  Conduct, academic policies, registration procedures, scholarships and advising. All information included in this handbook shall be taken from relevant UD Policies & Procedures Manual related to students and the educational programs. The UD Student Handbook shall be developed according to the 2019 Standards for Licensure and Accreditation of the CAA requirements. Written for and directed to students, the Student Handbook comprises information that is essential to them. It is distributed to all the institution’s students. The institution publishes such material as it deems necessary for its students but ensures that it covers:

1. The rules and regulations governing academic courses and programs and campus life. 

2. The opportunities available to students, the support services they can access, the facilities provided—such as the library, learning support centers, computer laboratories, recreation areas, dining services.

3. The expectations for their academic performance and behavior on campus. 

4. Contains information regarding student rights and responsibilities, including academic integrity, a definition of plagiarism, a clear description of the nature, extent and availability of all student services and activities. 

5. Overview of how students may access academic advisors, career counselors and placement services, alumni services, and the health facilities and staff.

6. Information on admissions, academic progress, grading, assessment, supervision, examinations, student discipline, academic offenses, grievances, appeals, finance (including financial aid), student records and privacy and confidentiality. The Student Handbook therefore includes information concerning relevant policies listed under Standard 3 and Standard 6 in the Policies and Procedures Manual pertinent to the institution and its students. In the Student Handbook, such material is worded for the student readership, but the coverage should nevertheless be consistent with the Policies and Procedures Manual and complete.

Approvals Needed:  Deans, Program Directors, respective Department Managers, QAIE, and DOA.

     Revision: Once a year.

 

5. Faculty Handbook (Release Date: August)

This publication is prepared annually by the office of VPAA, the HR Department and the QAIE. The Faculty Handbook contains information relevant to faculty members. This includes an overview, faculty policies and procedures, and benefits. All information included in this handbook is taken from relevant UD Policies related to Faculty.The UD Faculty Handbook is developed according to the 2019 Standards for Licensure and Accreditation of the CAA requirements and include:

1. Organizational charts of University and each College.

2. Role and responsibilities in the institution; course management requirements; role in governance; academic freedom; organizational and managerial structures; professional ethics; intellectual property rights;

3. Employment: full and part-time staff; academic ranks and qualifications; probation and contracts; faculty evaluation; faculty development;consultancy; orientation and supervision;

4. Performance review, promotion criteria; applications procedures;

5. Personnel: employment requirements and job descriptions; record keeping;

6. Workload: limits on workload and overload and conditions of summer employment;

7. Research expectations

8. Teaching: academic preparation; qualifications and teaching assignments; office hours

9. Compensation and benefits including all types of leave and death provisions; 

10. Discipline, Grievance and Appeals; 

11. Graduate Assistants’ Policy.

The Faculty Handbook therefore includes information concerning those policies listed under Standard 5 in the Policies and Procedures Manual that are relevant to the institution and its faculty. Within the Faculty Handbook, such material is worded for the faculty readership, but the coverage should nevertheless be complete and consistent with the Policies and Procedures Manual.

Approvals Needed: VPAA, HR and QAIE.

     Revision: Once a year.

 

6. Staff Handbook (Release Date: August 30)

This publication is prepared annually by the office of the DOA, the HR department and the QAIE. The UD Staff Handbook is developed according to the 2019 Standards for Licensure and Accreditation of the CAA requirements and the UD Policy and Procedure Manual:

1. Role: organizational and managerial structures; professional ethics; intellectual property rights; 

2. Employment: full and part-time staff; probation and contracts; evaluation; development; leaves; orientation; and supervision;

3. Promotion: promotion criteria; applications procedures;

4. Personnel: employment requirements and job descriptions; record keeping;

5. Working conditions: standard and non-standard workweeks, overtime, or compensatory time;

6. Compensation and benefits including death provisions;

7. Professional development opportunities; 

8. Role of staff in governance; 

9. Discipline, grievance and appeals.
   
   

Approvals Needed: DOA, HR and QAIE.

Revision: Once a year.

 

7. Fact Book (Release Date: November 30)

This publication is prepared annually by the QAIE. The Fact Book provides various statistics on the previous academic year and must cover the following:

1. UD Vision and Mission; UD Values; Board of Trustees;

2. Enrollment;

3. First-year student profile; 

4. Current overall student satisfaction rate;  

5. Graduation, retention and attendance rate;  

6. Annual records of the verified percentage of its graduates that are employed up to 12 months after graduation; 

7. Degrees conferred, annual completion rate of student cohorts scheduled to graduate to those who have graduated successfully; 

8. Faculty statistics, total number and ratio of faculty Scopus peer-reviewed publications; 

9. Learning resources.
   
   

All information included in the Fact Book must be taken from trusted sources such as the Student Information System, Accounting Database, or UD policies. 

     
      Approvals Needed: QAIE, VPAA, DOA and UD President.
      Revision: Once a year.

 

8. E-Resume Book (Release Date: September 30)

The Graduates’ E-Resume Book is a digital compilation of resumes belonging to recent graduates of the University of Dubai. It functions as a valuable asset for both graduates and prospective employers by offering a centralized platform where graduates can display their skills and credentials while enabling employers to discover potential candidates for job vacancies. The compilation of this graduates E-Resume Book takes place at the conclusion of each semester by the ICDC. It is made available on the UD’s website and can be provided to interested employers upon request. 

     Approvals Needed: ICDC
    Revision: Once a year.

 

9. Academic Calendar

The Academic Calendar is prepared by the Registrar every year at the beginning of March for the following academic year. After approval, it will be published in all UD promotional literature.

     Approvals Needed: Academic Affairs Council, VPAA and UD President.
      Revision: Once a year.

 

10. UD Website

In order to establish a cohesive Web presence for University of Dubai, each Department Manager, Academic or Non-Academic, must regularly check the department’s webpage for its information currency and compliance with UD policies. The Department Manager is also responsible for identifying the needs for design and structure modifications to the department’s website. The material is then sent to the Marketing Department for publishing with written approval from the concerned Department Manager.

Approvals Needed: Department Manager and Marketing & Communications Department.

Revisions: As Needed

 

11. UD Press Releases

All units requiring coverage of events must follow the following procedure for press releases:

1.  The Marketing and Communications Department  writes the release in Arabic & English.

2.  The release is approved by the Marketing & Communications Department for release.

Revisions: As needed, with the written approval of the concerned Department Manager.

 

12. Other student-related publications such as ICDC Newsletter and the Alumni Newsletter are discussed in S6.13 Student Publications Policy.