Content Section

Dress Code and Personal Hygiene for UD Employees

Policy

1. Dress Code

1.1 The workplace attire must not serve as a distraction to other employees, students or other visitors. In this manner, UD employees should differentiate between acceptable “business casual” and non-acceptable “casual” attire. 

1.2 UD employees are not required to wear what is traditionally considered formal business attire during normal working days, but may do so if they wish. However, on formal occasions and during official or government-related meetings, formal business attire is required. 

1.3 Examples of items considered too casual and/or inappropriate for UD employees include:

1. Revealing clothes that expose the employee’s back, shoulders, chest, stomach, navel, undergarments (front or back) or that reveal too much cleavage. See-through clothing that reveals any body part or that gives the same impression. 

2. T-shirts of a casual nature as well as those intended to be worn as undershirts.

3. T-Shirts that carry inappropriate, provocative or offensive phrases, slogans, words or pictures. 

4. Tops with spaghetti straps, sleeveless tops, halter tops or muscle shirts.

5. Shorts, dresses, skirts or other attire that are above the knee.

6.  Apparel with holes, rips or tears.

7.  Frayed pieces of clothes, whether it is top or bottom.

8. Workout/Sports attire including sweat pants, sweat suits, sweat shirts, hoodies, or tennis attire.

9.  Jeans that are faded or have major stains or tears.

10. Baseball caps, sweatbands or bandanas. 

11. Footwear such as flip flops.

2. Personal Hygiene

 

2.1 UD employees must maintain the highest possible personal hygiene due to its importance to co-workers and all UD stakeholders.

 

2.2 It is the responsibility of UD employees to keep good personal hygiene and avoid oddly smells. Cleanliness is crucial as it reduces the risk of getting sick to the employee and his/her co-workers.

 

2.3 Examples of situations deemed inappropriate for UD employees include: 

1. Dirty hands

2. Foul body odors.

3. Sweaty clothes.

4. Strong breath smells.

5. Greasy, oily, uncombed or flashy-colored hair.

 

3. General Provisions:

 

3.1 Employees are expected to comply with the dress code and personal hygiene policy, maintaining an appropriate image at the workplace and while representing UD in professional meetings and business travel.

 

3.2 If an employee is violating the guidelines stated in this policy, the HRD and/or the line manager has the right to send the employee home to change his/her clothes and an official verbal warning will be issued. In such case, a half day leave will be counted for the employee.  

 

3.3 If the employee violates the dress code policy again the HRD/line manager has the right to send employee home to change his/her clothes and an official written warning will be issued and staff or faculty will be placed on probation. In such case, a half day leave will be counted for the employee.  

 

3.4 If the employee violates the dress code for a third time the HRD/line manager has the right to send employee home to change his/her clothes and a final warning will be issued. In such case, a half day leave will be counted for the employee.

 

3.5 If the employee violates the dress code for a fourth time the HRD reserves the right to terminate the employee. 

4. Reference/Definitions:

4.1 Verbal Warning A verbal warning is an oral educative guideline, which can also be in a written format. This warning will pinpoint the behavior and corrective action needed (where appropriate). It also can describe the future consequence in case of non-compliance.

4.2 Written Warning: This warning can be identified either as “written warning” or “first written warning”. This warning will only be on a formal UD letterhead directed to the UD employee and it will outline the misconduct, the improvements required (where appropriate) and the possible consequences of future non-compliance. The validity of this warning is one (1) year. UD employee receiving this letter must acknowledge receiving it.

4.3 Final Warning: This warning is given to the employee when the conduct is seriously inadequate. It is a formal letter on UD letterhead titled as “final warning”. As with the earlier mentioned warnings, the misconduct and the required improvements are mentioned (where appropriate). UD employee receiving this letter must acknowledge receiving it.

4.4 Termination: This action is taken when the employee continues to violate the policy.

Professional Staff Attendance Policy

Policy

1. Policy statement

1. Professional staff are paid a monthly salary in exchange for the effort expended by the employee reflected in forty hours of work per week.

2. Professional staff are expected to report to work on time and remain at work during working hours. The forty hours a week are based on daily normal working hours from 8:30 AM to 5:00 PM (or as assigned in the employment contract) 5 days a week including half an hour for lunch between 12:00 noon and 2:00 PM. 

3. During the holy month of Ramadan, holidays and semester breaks, the university operates on a modified schedule that will be communicated to all concerned faculty and staff through a formal memorandum issued from the President’s Office.

4. The weekly working hours are administered and monitored through a biometric recognition or any other system available. Every staff member is required to check-in 8:30 AM and check-out 5:00 PM. This is used as a basis to calculate the employee’s monthly salary.

5. Taking leave without prior approval of the Line-Manager and/or taking leave without applying in the system will result in a salary deduction (unpaid leave).

6. Any staff who misses signing in and/or out using the system without notifying the Line Manager and HRD within the same day will result in a half-day deduction. Signing in online using the WebHR application without prior approval from Line-Manager or HRD will result in a half-day deduction as well. This also includes meetings outside UD premises without prior notification to the Line Manager and HRD. Not reporting on time creates a lot of problems reflected as below: 

7. Delays in the decision-making process especially when meetings are held early in the day. The delays to report work on time may be interpreted as top management’s inability to control such problems. Therefore, firm policy including penalties is a must.     

 

2. Tardiness

1. Employees who are late 10 minutes, or more, must compensate for the missed minutes by sitting late on the same day. HR Manager reserves the right to grant exceptions based on any extenuating circumstances.

2. This policy will be applied to the staff who are late more than 10 minutes from their scheduled time to start the work, even if the late time was compensated. 

3. Repeated tardiness (reporting late to work) from the scheduled working hours will result in the following: 

• Reporting late to work three (3) times in a month will result in a half-day salary deduction. 

• Reporting late to work six (4) times in a month will result in a one-day full pay salary deduction, in addition to 3.A above which, will total one (1) and half-days a. 

• Reporting late to work nine (5 times in a month will result in two (2) days’ full pay salary deduction, in addition to 3.A and 3.B above which, will total three (3) and half-days and will receive a written warning. 

• Reporting late to work more than nine (6) times in a month, the employee will be sent to an investigation committee for possible termination. 

 

3. Emergency Hours

1. UD grants employees 8 hours per month to meet any personal emergency (medical or health issues/hospital appointments/accidents/bank appointments/valid reasons), considering that it will not exceed two hours per day. It requires the line manager’s approval with documents for validation

2. The employee must inform the HRD and the manager in the onset of the emergency through calls or emails, failure to notify on the same date and time will result in rejection.

 

4. Break and Temporary Exit

4.1 Lunch Break

All employees are entitled to a 30-minute lunch break during the working day.  The lunch break is to be between the hours of 12:00pm (noon) and 2:00pm.  In addition, please note UD does not recognize any sort of breakfast break.

4.2 Temporary Exit

All staff members who are taking temporary exit (official or personal matters) out of the campus during working hours should sign in and out the temporary exit book located at the main entrance. Following procedures must be observed:

1. Official Matters –Always log in and out in the temporary exit book provided.

2. Personal Matters –Always log in and out in the temporary exit book provided. Prior approval should be pre-arranged from Line Manager and copying HR. Missed hours should be compensated.

 

5. Extra Hours / Overtime

1. Except in the case of an emergency, employees require prior approval from their supervisor and management before working paid overtime.  Employees holding managerial positions are not eligible to receive paid overtime.

2. In case of extra hours, for all employees on the payroll of UD, the completion of a Pre Authorization Form (Appendix I) and obtaining all due approvals is a must. This authorizes the person to carry out his/ her assigned task by putting in approved extra hours.

3. Upon completion, a salary claim form for a non-teaching activity (staff) (Appendix II) should be completed, ensure all relevant information is entered, have the attendance sheet attached for that particular day and upon obtaining the line managers approval, have it sent complete in all respects to Finance under due acknowledgement.  

4. In case of hourly rate applicable to employees taking up positions on leave vacancy of existing employees or otherwise, the salary claim form for non-teaching activity has to be filled out, ensuring all relevant information is entered, attach the attendance sheet and your contract, seek line manager’s approval and send it across to Finance under acknowledgment.

5. All financial claims must be submitted through the WebHR system on or before the 12th of every month. Any submitted claims after the cutoff date will not be accepted and carried forward to the next month.

Disciplinary Policy

Policy

The UD community affirms the value of a peaceful and purposeful community, founded on the moral and ethical integrity of students, staff and faculty. UD expects that the commitment to mutual responsibility and a spirit of cooperation will create a community that is orderly, caring and just. The purpose of this process statement is to affirm those basic principles that underlie the rights and responsibilities of the UD constituents and take action against any violation. UD ethical values include respect of the individual, other’s property, the community, and the environment, self-discipline and integrity.

To incorporate ethical values into the UD system and ensure its effective monitoring, deans, managers and departments’ heads are responsible for:

1. Managing the department employee’s discipline and maintaining it. 

2. Familiarize the department employees with UD guidelines, policies and procedures. 

 

1. Reporting Violations

In the case a misconduct occurs, the dean and/or department head must report the case to HRD for evaluation if a misconduct will be considered a minor or a major case. 

In addition, any UD community member (faculty, staff, and student) or a guest may file a report if he/she feels there is evidence to support a belief that another member has engaged in a behavior that violated a UD value. To have a resolution to the report, all four of the following must occur:

1. The report must be in writing and signed by the person providing the information. No action shall be taken on anonymous complaints.

2. The respondent/defendant must receive a copy of the written report. 

3. The complainant must be willing to attend a hearing if the respondent denies the value violation provided the personal rights of the complainant are protected. 

4. A report shall be filed with the Chair of Ethics & Values Committee (EVC). If the report needs clarification or merits further investigation, it will be the responsibility of the EVC to gather the facts and data to ensure fairness in resolving the issue.

Any minor or major misconduct cases occurred by management, the evaluation will be undertaken by a committee appointed by the president.

2. Terminology

1. Complainant:  A Complainant is a member of the university community (student, faculty, or staff) who is reporting a violation of the Code of Ethics, Conduct or Values.

2. Respondent/Defendant: A Respondent/Defendant is a member of the university community (student, faculty, or staff) who is reported to have violated the UD’s Code of Ethics, Conduct or Values. 

3. Hearing: A Hearing is a formal meeting before the investigation committee during which the complainant will have the right to speak, and the defendant exercises the right to be heard based on a presentation of a documented evidence of violation.

4. Sanction: A Sanction is a penalty imposed by the investigation committee based on the outcome of a hearing.

 

3. Minor Cases of Misconduct 

In case of a minor misconduct, the department head (Academic/non academic) will invite and chair the meeting with the employee within 5 working days of the reported incident. The meeting will be held with HRD. In case the employee didn’t attend, then it will be conducted in absentia.

When the meeting is held, the employee will be given the opportunity to fully justify his/her response and thoroughly explain his/her conduct. In addition, all the supporting statements will be shared with the employee. 

Meeting minutes will be kept with HRD and placed in the employee file. The committee decision will be shared with the employee in writing depending on the findings. In some cases, no action will be done or the matter can be handled informally. 

 

4. Sanctions for Minor Cases of Misconduct 

Sanctions that may be imposed on students who violate the UD ethics and values as detailed in UD Policy A 1.9 UD Expectations and the Code of Conduct, Values. When dealing with violations committed by members of the UD community, the EVC committee may impose one or more of the following sanctions upon the respondent. 

1. Verbal Warning: A verbal warning is an oral educational guideline, which can be in a written format. This warning will pinpoint the behavior and corrective action needed (where appropriate). It also can describe the future consequences in case of non-compliance.

2. Written Warning: This warning can be identified either as “written warning” or “first written warning”. This warning will only be in a formal UD letterhead directed to the UD employee and it will outline the misconduct, the improvements required (where appropriate) and the possible consequences of future non-compliance. The validity of warning is six (6) months). The UD employee receiving this letter must acknowledge receiving it.

3. Final Warning: This warning is given to an employee when the conduct is seriously inadequate. It is a formal letter in UD letterhead titled “final warning”. As with the earlier mentioned warnings, the misconduct and the required improvements are mentioned (where appropriate). The employee is placed on probation for a duration of three (3) months. During this probationary period, the employee's conduct and adherence to UD's ethics and values will be closely monitored. The probationary period serves as an opportunity for the employee to demonstrate their commitment to improving their behavior and aligning with the expected standards. During the probationary period, it is essential for the employee to strictly adhere to the expectations outlined in the Final Warning. The UD employee receiving this letter must acknowledge receiving it.
   Note: Even if the probationary period concludes without any violations and the employee's status transitions to a non-probationary state, it is explicitly stated that a repetition of the same violation that initially led to the issuance of the Final Warning will result in termination of employment.

4. Termination: In the event that the employee commits any violation during the probationary period, regardless of whether the violation is similar to the one that led to the issuance of the Final Warning or not, the consequence will be termination of their employment.
   

 

5. Major Misconduct Cases
For major misconduct cases, an “Ethics and Values Committee (EVC)” is established to oversee the infusion of ethical values into the educational and administrative processes. The committee members have a greater responsibility to entice various UD groups (student group, faculty group and staff group) to promote ethical behavior on campus and into their lives. The committee will work with the procedures outlined in this policy for investigating any possible violations by any member of the UD community. 

The Investigation Committee (IC) for handling students-related cases will be called the Students Investigation Committee (SIC) while the Ethics and Values Committee (EVC) will handle issues related to faculty and staff members.

6. EVC Composition  

The UD President will appoint the members of SIC/EVC committees from among the pool of UD faculty, staff and possibly members of the Students’ Union on an annual basis. The committees are empowered by the President to implement the process and issue sanctions to ensure ethical conduct across the UD community. Normally two faculty/administrative staff, besides the Chair, will be selected for each SIC/EVC hearing to investigate the alleged violation. The committees may also invite a member from UD’s Students Union when deemed appropriate. The committee members shall ensure confidentiality of matters related to the case. 

7. General Guidelines

1. A respondent believed to have violated a value will be notified by the UD-IC and given 7 working days to respond to the written evidence. 

2. A respondent who admits to the violation based on the written evidence will meet with the IC to receive guidance and a sanction. 

3. A respondent will receive a written confirmation of the sanction imposed. 

4. A respondent who does not admit the stated violation based on the written evidence will be invited to a hearing in order to resolve the issue. 

5. In the interest of fairness to all involved parties, all proceedings under these procedures shall proceed as expeditiously as possible. Where a specific timetable is not outlined in these procedures, a 30-day time period shall be observed.

6. A hearing will be rescheduled if less than 50 percent of the IC, excluding the Chair, is present at the hearing. 
   

 

8. Hearing Process

1. The respondent will be notified by the IC of the date, time, and place of the hearing. 

2. During the meeting, the IC Committee can provide the details of the claims or evidence in the scheduled meeting. Sufficient time will be allocated for the UD employee to express his/her response. 

3. The respondent’s supervisor (advisor in case of student) and witnesses are allowed to attend the hearing. Only in extenuating circumstances, may the Chair allow or request others to attend. 

4. The hearing will begin with the IC and its Chair, the respondent and his/her supervisor, with the complainant present. After appropriate introductions, the Chair will ask the complainant to verbally present his or her evidence. The respondent will then be allowed to respond to the claim and may question the evidence. At any time, the IC members may ask questions to either party. 

5. Witnesses will be allowed into the hearing after the initial evidence and questioning have concluded. The Chair will invite and dismiss witnesses at his or her discretion. The witnesses may be questioned by the IC, the respondent and the complainant. 

6. After the Chair has determined that both parties have been given a fair opportunity to present their cases, and after the IC has concluded its questions, everyone except the IC are dismissed for committee deliberation. 

7. The Chair will guide the IC in deliberation to a point where a secret ballot vote will be taken. A simple majority vote is necessary to agree that a member has violated a value. The Chair votes only if there is a tie vote. 

8. Whenever a simple majority agrees that a value violation has occurred, the IC will determine a sanction. 

9. The Chair will report the recommendation to the UD President who will inform the member in writing and implement the decision whenever necessary. The defendant has the right to appeal the decision as per policy FP 5.10. 

10. Failure to attend a hearing will result in a decision being made based on the available evidence. 

11. Documenting the IC meeting minutes will be placed in the employee’s personal folder.

 

9. Sanctions

Sanctions that may be imposed on UD employees who violate the UD ethics and values are detailed in UD policy 1.9 UD Expectations and the Code of Conduct, Values, and Ethics. When dealing with violations committed by other members of the UD community, the EVC committee may impose one or more of the following sanctions upon the respondent. 

1. First Written Warning: When the committee deems it appropriate, it may recommend corrective actions and can describe the future consequence in case of non-compliance.

2. Final Warning:  when the conduct is critically serious, a final warning can be given to the employee with the title “Final Warning”. The misconduct and the required improvements are mentioned (where appropriate). The UD employee receiving this letter must acknowledge receiving it. This warning will be valid for one year. 

3. Expulsion: The committee may find that permanent expulsion is an appropriate penalty. This may happen if the respondent has:
   

   • Violated the code with malice, in a manner that has caused or was likely to cause harm to another person in the UD community.
   • Repeatedly made serious violations of the code.

 

10. Appeal  
Appeal procedures for students are described in UD policy 5.19 - Student Appeals Policy & Procedures. For other members of the UD community, the appeal process is outlined in FP 5.10.