E.7 — Student Participation in Governance Policy

Document Control Information

Policy Code: E.7
Standard: E. Students
Status: published
Version: 3
Process Owner: Director of Student Affairs,ADAA
Prepared By: Director of Student Affairs,ADAA
Reviewed By: QAIE
BOT Approval: approved
First Issue Date: 20 Sept 2023
Last Review Date: 20 Feb 2025
Relevant To: DMU Students
Used With: —

Modification History

Version	Date	Update Information	Author/ Reviewer
V 1.0	September 2023	Policy First Implemented	Assoc. Dean- Academic Affairs, Director- Student Affairs Dept/ Dean’s Council
V1.1	June 2024	Titles of positions are replaced as per the revised organization structure.	QAIE Department
V 1.2	February 2025	The addition of expectations from all students in leadership roles The addition of the responsibilities of the batch representative role	Director of Student Affairs and Student Counsellor

Purpose and Scope

Purpose:
This policy is aimed at systematically including students’ participation in the governance of the university e.g., student’s membership and student council representation on appropriate committees in the university.

Scope:
This applies to all the students’ engagement and involvement in the university governance procedure.

Abbreviations and Definitions

Student Governance: An arrangement through which students participate in the governance of the university as per the standards.

Policy Statement

Policy Statement

The students who are nominated /elected to be representatives will be informed of the duration of their post and their responsibilities by an email from the Director of Student Affairs.
The Student Council and the graduate and undergraduate class representatives are the primary conduits for student voice.
Students can bring any academic or non‐academic issues affecting the student experience to the attention of the elected and selected student representatives.

Procedures & Guidelines

Procedure for Policy
Student representatives often participate in committees that address academic policies, student services, and other key areas. They provide input, feedback, and advocate for student interests.

Principle areas of involvement

The responsibilities are the following:

Attend meetings as per the calendar invites.
Introduce themselves and their roles to the student body.
Collect feedback and suggestions from all students.
Conduct discussions with other students on points to be raised.
Summarize the feedback and prepare a prioritized list.
Present the prioritized list to the ADAA, Director of Student Affairs or relevant committee.

Invitation to Students for participation in meetings:
Students will be invited by email at least 5 working days before the meeting.
Voting rights: Students will have voting rights in the sections of the agenda which are designated for student participation Students’ voting rights are fully outlined in policy A 2.3
Expectations from Students in Leadership Roles
Students in leadership roles including Student Representatives in Governance, Student Council Members and Batch Representatives are held to the highest standards of conduct and are expected to adhere to the following guidelines:

Align with the University values, act in accordance with Dubai Medical University vision and mission and abide by policies and regulations.
Be in good academic standing, have no disciplinary record on file and adhere to the University’s Student Code of Conduct.
Students in governance must Sign the Confidentiality and Non-disclosure agreement document at the beginning of their period of service.
Attend orientations and trainings organized and coordinated by the Director of Student Affairs to ensure preparedness for their roles.
Avoid any behaviours that could compromise their professionalism or the reputation of the institution.

For comprehensive information about expectations from students in leadership roles refer to DMU student handbook.
For information about committees and corresponding Student representation at Dubai Medical University, please refer to policy A.2.3 Terms of Reference, Dubai Medical University

Batch Representative Role
Each student batch at DMU has a designated Batch Representative who serves as a liaison for student feedback. The batch representative role is valid for one academic year and is updated annually through new selections allowing all students with equal opportunities for self-nomination. The process involves students submitting their choices through an online MS form to the Director of Student Affairs, followed by the formal announcement of the selected representative via official University channels.
For comprehensive information about batch representatives' roles and responsibilities refer to DMU student handbook.

Responsibilities for Application

Chancellor
Vice Chancellor Academic Affairs
College Deans
Associate Dean Academic Affairs
Director of Student Affairs

Attached Documents & References

DMU Confidentiality and Non-Disclosure Agreement( Students_Alumni).pdf