E.3 — Residential Life

Document Control Information

Policy Code

E.3

Standard

E. Students

Status

published

Version

2

Process Owner

Director of Student Affairs

Prepared By

Director of Student Affairs

Reviewed By

QAIE

BOT Approval

approved

First Issue Date

15 Sept 2023

Last Review Date

13 Jun 2024

Relevant To

DMU Students

Used With

—

Modification History

Purpose and Scope

Abbreviations and Definitions

Policy Statement

Policy Statement — Continued

• Ensuring conclusively every day the presence of all the resident girls in the residential before closing it down for the night at the appointed time and informing the Operation Manager / Residential Manager of all emergency situations and the disappearance of the girls, if any, at once.
• Ensuring conclusively the performance of daily cleaning by the staff concerned and informing the Maintenance Department of any negligence, if any, in this respect.
• Collecting students’ complaints and request for maintenance work, inspecting it, and then informing the maintenance department promptly on the prescribed forms relating to maintenance orders, following up the implementation thereof in the best possible manner and in proper time, and keeping the records thereof.
• Stock taking of all the damaged and used up consumables, tools, and furniture present in the residential and communicating with the Procurement and Finance Department for replacement thereof. It shall be done on a regular basis and annually in July, or whenever the need arises, and keeping a record of it.
• Providing the Finance Department and Student Affairs Department a list of student names, IDs, and room number at the beginning of each semester. The Residential Supervisor shall inform us of any change in the lodging of the girls in the residential.
• Direct Supervision over the girls in the Residential in respect of the following:
  • Maintaining all student information as confidential.
  • Providing a peaceful family atmosphere for their lodging and spreading a spirit of wellbeing by strengthening the bond of cooperation and understanding.
  • Providing a climate conducive to education and study by maintaining a silent and undisturbed atmosphere.
  • Taking care of their physical and psychological well‐being and bringing any cases needing psychological or physical care to the notice of the Operation / Residential Manager and the Student Happiness and Support Services and the student Counsellor.
  • Examining the complaint of the students and contacting the Operation / Residential Manager to find a solution to them.
• Strengthening contacts with the guardians of the students, to promote the interest of girls staying in the residential, entertaining their request and informing the Operation / Residential Manager about them. Receiving the students and sending them out each weekend and on different occasions, picnics and for shopping.
• Accompanying the students to treatment centers in cases requiring consultation with the doctor or in emergency cases.

• Priority is given to all students enrolled at DMU.  Residential facility is open for enrollment for external female students if there is a capacity.
• Payment of the announced fees.
• Abiding by the terms described below.

• Performance of the obligatory duties and commandments of UAE Arabic culture and ethical values.
• Concern for maintaining a positive and respectful relationship with other students.
• Cooperation with their fellow students in the residential halls.
• Maintaining peace and cleanliness.
• Traveling to the hospital or to the malls from the residential and back by the buses designated by the residential facility. Upon approval of parents or guardians, students are allowed to use external transport or drive their own cars. 
• Abiding by the rules and regulations of DMU.
• Abiding by the time‐schedule announced by the residential in respect of reporting back in the residential at the end of official holidays.
•  It is totally forbidden for residential girls to go out with those who are not blood related / guardian.

• The Residential Supervisor is responsible for giving advice to the student in case of any deviation or violation of rules.  This will be recorded as a verbal warning and the Operation / Residential Manager is informed.
• If the same violation or another one is repeated the Residential Supervisor will issue a first written warning to the student and a copy is given to Operation / Residential Manager, Student Happiness and Support Services and Director of Student Affairs.
• The parents are also informed verbally.  A written warning must be issued within one day of the occurrence of the violation, clearly stating the nature of the violation, its date, and the evidence to prove it.
• In the event that a student is involved in another violation, a second warning is issued, and a taskforce is formed to verify the situation and agree on a penalty.  Taskforce members are Residential Supervisor, Operation / Residential Manager, Student Happiness and Support Services, Student Counselor, and the Director of Student Affairs.  The taskforce will review the report and they will meet the student to allow her to advocate for herself.  The decision of the taskforce is notified to the student and her parents in writing within 5 working days.  The student has the right to appeal to the Dean within 3 working days. Decision of the Dean after review of the report is due within 5 working days, it is final and not open for another appeal.
• The committee decisions could range from no action (just a written warning) to expulsion for a limited period of time from the residential.  In case the decision requires suspension or withdrawal from the College / University, the decision is taken to the College Dean for review and thereof approval by the University Council before being notified to the student and her parents.  In this case there is no appeal.  Students expelled from the residential due to violation are not eligible for a refund.

• The Residential regulations and rules are shared with the student and parents, or Guardian and they are required to sign an undertaking to agree to these rules.
• The Residential guidelines will be shared in the student Handbook and during orientation.

Responsibilities for Application

• Facilities, safety, and security unit
• Transport unit

• Student happiness and support services unit

Attached Documents & References

• AR-F-16 Hostel Accommodation Request.docx
• TR-F-18 Transportation Request Form.docx
• GR-F-17 General Request Form-Hostel.docx