Process Owner

HR

Prepared by

HR

Reviewed by

QAIE

BOT Approval

Approved

First Issue Date

14/09/2023

Last Review Date

25/04/2025

Modification History

Relevant to

DMU Faculty,Staff

Purpose and Scope

Purpose:

Dubai Medical University (DMU) aims to obtain highly qualified and competent faculty members to achieve the mission and vision of the College. Effective recruitment is vital for achieving high organizational performance & minimizing turnover.

Scope:

All DMU employees.

Abbreviations and Definitions

None 

Policy

Policy Statement

Dubai Medical University is committed to adopting fair and consistent methods for recruitment and selection to choose the most appropriate candidates who satisfy the job requirements. The recruitment of faculty members is based on the approved DMU hiring plan.

Appointment of Faculty & Staff is determined based on education, experience, skills, character, and position requirements.

The DMU is committed to being an equal opportunity institution that will not distinguish between race, religion or gender when it selects and formulates an offer to a candidate.

Sources of Recruitment

DMU undertakes two approaches for filling its vacant jobs: filling job vacancy internally by promoting suitable faculty/staff members to the vacant post and through inter-business transfer; or through external sources of recruitment by advertising job vacancies in different recruitment platforms.

Shortlisting

Job applications are initially screened by the Human Resource Unit against the specified job requirements and qualifications in the job description. The Human Resources Department shall submit short-list candidates to the Chair/Head of the hiring department to shortlist for job interviews.

Interviews

The Human Resource Unit is responsible for contacting the shortlisted candidates, arranging and coordinating interviews with the Appointment & Promotion Committee.

Offers of Employment

The Human Resources Department shall prepare employment offers and send them to the successful candidates. Professional and character references should be obtained before issuing the employment contract.

Employment

The Human Resources Department is responsible for preparing employment contracts. The contract shall specify the duration of the contract, job title, the nationality of the faculty member, salary and benefit package details, and other terms and conditions.

DMU employment contract shall be signed by both the parties. All DMU full time faculty & staff members are appointed with limited contract as per the UAE law with a probation period of maximum 6 months. The signed contract has legal obligations.

Emeritus Policy

When an individual continues his service to the university holding the rank of professor, he or she may be eligible for consideration for the title “Emeritus Professor.” In addition to having served at DMU for a minimum of 30 years, faculty must have shown excellence in teaching, research, or administration, produced scholarly publication(s) and research, and offered a service of distinction to the University, the community, and professional discipline. Appointments as Emeritus Professors must be endorsed and approved by the chancellor.

Types of Employment

Full-time Regular Employment: covers the employment of full-time faculty/staff members who are hired to work for a maximum of  48 hours a week.

Part-time Employment: covers the employment of faculty members who are hired to work on an hourly basis for working less than 20 hours a week; this type of employment covers the appointment of part- time faculty and Adjunct Clinical Faculty members.

Temporary Employment: covers faculty members hired by Dubai Medical University to work for the duration of specific projects or assignments. Temporary assignments generally do not extend beyond a six-month period. Temporary faculty/staff members are paid on a salary basis or on an hourly basis.

Benefits & Allowances Policy

Faculty/Staff members are compensated with a package of salary, allowances, and benefits. DMU has affirmed that the salary structure will be periodically revised and benchmarked with other universities of UAE.

Equal pay policy

DMU aligns with the UAE Cabinet Law of 2018 specifying equal wages and salaries for women and men who perform the same work or work of equal value.

DMU commits to systematically review, measure and report on gender pay differences. Any gender-based pay gaps discovered will be investigated, and corrective action will be implemented to eliminate them.

Accommodation

DMU provides faculty/staff with monthly accommodation allowance.

Transport

DMU shall provide conveyance transport from residence to place of work and back through, a faculty/staff member who doesn’t use University transport will be paid a monthly allowance.

Vacation Tickets

Dubai Medical University provides annual tickets to the faculty member, the accompanying spouse and up to two (2) dependent children if they reside with the faculty member in the UAE and is under the sponsorship of the Faculty Member. Dubai Medical University provides annual tickets to the staff member and may provide for dependents as per each staff member contract.

Healthcare

Dubai Medical University provides Healthcare for the faculty member and accompanying spouse and Two (2) dependent children if they reside with the faculty member in the UAE and is under the sponsorship of the Faculty Member.

Annual bonus

An annual bonus equivalent to one month’s basic salary for persons rendering excellent performance as per the standards of the evaluation set herein. This will be awarded solely upon the discretion of the management of the Dubai Medical University.

Gratuity

Faculty members are entitled to a gratuity as per the UAE Labor Law (Federal Law No 33 of 2021).

Death Compensation Policy

In the event of the death of a faculty/staff member, the dependent family members shall receive the salary for the month during which the death occurred together with a payment equivalent to 24 basic salaries and the end of service benefit, the amount of compensation shall not be less than Dh 18,000 or exceed Dh 35,000. The University will cover reasonable expenses associated with embalming and repatriation of the deceased. The Dean/Head of Administrative Department may waive any requirement for repayment of dues owing to the University or clearance requirements.

Work Hours

Faculty/Staff members are expected to work for a maximum of 48 hours per week. Duty hours shall be reduced by two hours a day during the month of Ramadan. The time spent by the faculty member travelling between the place of work and home shall not be reckoned as a duty.

LEAVE POLICY

Annual Leaves

All faculty members (in addition to public holidays announced by the Federal Authorities of United Arab Emirates) are entitled to a paid leave in accordance with the provisions relating to vacation leaves as stated in the University’s academic calendar, provided that such leave shall not exceed Sixty (60) calendar days in each academic year.

All staff members (in addition to public holidays announced by the Federal Authorities of United Arab Emirates) are entitled to a paid leave in accordance with the provisions relating to vacation leaves as stated in the University’s academic calendar, provided that such leave shall not exceed Thirty (30) calendar days in each academic year.

Sick leave

Faculty/Staff members are entitled to sick leave for personal illness after the completion of their probation period, as follows:

• First fifteen days, on full pay

• Next thirty days, on half-pay

• The rest of the period, without pay.

• Sick leave that is a result of work-related injuries will be administered as per Federal Law 33 of 2021.

Faculty members are required to provide a medical certificate for 1 to 2 days. If the sick leave exceeds 3 days, DHA/MOH certified sick leave certificate must be provided.

Emergency leave

Faculty members might be granted emergency leave in situations where prior notice is not possible, break from work shall not be permitted for more than two days at a time or more than three times in an academic year. The faculty/Staff members must inform the Direct Line Manager of the reasons for their absence and provide authentic documentation to prove the same, the Line Manager may or may not accept the explanation. In the event of the non-acceptance of the explanation, the days of absence shall be deducted from the annual paid vacation days, or, upon the discretion of the Dean/ Vice Chancellor Academic Affairs & Support Services as unpaid leave.

Hajj Leave

With the approval of the Line Manager, Muslim faculty/Staff who are attending Hajj for the first time shall be granted unpaid Hajj leave not to exceed one month, the Hajj leave should not conflict with the interests of work.

Maternity Leave

Female Faculty/Staff members employed on a full-time basis are entitled to maternity leave for a period of forty-five days with full pay and fifteen days with half pay. In case of no completion of one year in continuous service, then leave shall be granted in proportion to her period of work.

Bereavement Leave

A faculty/staff member may be granted bereavement leave with pay for a period not exceeding:

• Five days in the event of the death of spouse.

• Three days in the event of the death of an immediate family member.

Special leave

A Faculty/Staff member may be granted special leave with pay for a period not exceeding three days for marriage. A female faculty member whose husband died shall be given special leave for mourning without pay for four months and ten days from the date of death. She is not permitted to work at any other place during this period.

Parental Leave

Faculty/Staff members are entitled to a parental leave of 5 working days from the day of the birth of their child to six months. Parental leave is paid leave that can be applied to the father of the baby.

Compensatory Leave

Faculty/Staff members who work outside normal working hours are permitted to take time off in compensation for the work done. Such leave should be given without interfering with the regular teaching/administrative responsibilities, e.g., If anl examination falls on a weekend, the faculty, or staff member on duty for that day shall avail themselves of another day in lieu of the extra work. Prior approval from the Dean/Head of Administrative Department is required.

1. Eligibility and Calculation:

2. Compensatory leave is granted based on the number of extra hours worked beyond regular duty on weekdays and weekends.

3. Work performed on weekends will be considered at an enhanced rate, where 1 hour of work equates to 1.5 hours of compensatory leave.

4. Only on-site work accompanied by supporting documentation will be eligible for compensatory off. Remote work, including work from home or participation in online meetings, will not be considered for compensatory off.

5. All compensatory leave must be utilized within the same calendar year and cannot be carried forward to the following year.

6. Any pending compensatory leave at the time of an employee's resignation will be forfeited and will not be included in the end-of-service benefits.

7. Approval Process:

8. Employees must obtain prior approval before availing compensatory leave. Leave requests on the day of leave or after leave will not be considered.

9. A maximum of two (2) compensatory leave days can be availed at a time.

10. Employees requesting more than two (2) days of compensatory leave must obtain prior special approval via official email from their respective line manager.

11. Compensatory leave can be combined with public holidays, annual leave, or weekends for extended time off.

12. Documentation and Verification:

13. Employees must submit proper supporting documentation for their compensatory leave requests.

14. HR will verify attendance records via the biometric system. If attendance data is missing or not recorded in the system, the compensatory leave request will be rejected.

15. Employees are responsible for ensuring that their attendance is accurately recorded when working extra hours on weekdays or weekends.

Absent Without Notice/ Approval

A Faculty/Staff member who causes a break in service for seven consecutive days or fails to resume duty after the holidays within that period shall have her/his services terminated from the date of absence or the end of the holiday. The Dean/Vice Chancellor Academic Affairs might agree not to terminate her/his services if she/he presented acceptable reasons to justify his absence from duty, if it does not conflict with Rule (8) of 1980 of the Ministry and other laws as amended and supplemented from time to time.

Academic Sabbatical Leave

A sabbatical leave is defined as a leave for the purpose of engaging in research or other activities that will advance the faculty member's scholarly achievement or that will enhance the reputation of or otherwise benefit the university.

A full-time faculty/staff member, who has been in continuous service with the DMU or colleges under DMU for a minimum of 5 years is eligible for a sabbatical for a period of 1 year, with possibility of extension upon approval from the Vice Chancellor Academic Affairs and upon the consultation with the respective Dean/Head of Administrative Department with full pay for exchange programs, research, or academic projects at a reputed foreign or UAE institution, with no pay for higher studies, maternity or serious health issues based.

Training leave

Faculty/Staff members with approval of the Dean/Head of Administrative Department and Vice Chancellor Academic Affairs can engage in a professional development courses/programs that are deemed very important for their professional development related to college/university core business   or required to enhance the college/university local and global ranking.

If approved, the leave is paid, and its duration will be decided based on the nature of the training program required.

Procedures

Procedure for Recruitment

1. The Human Resources unit shall be responsible for advertising vacant positions through various appropriate recruitment channels and sources or, where applicable, using accepted Head-Hunting techniques to identify potential candidates.

2. The Human Resources Department shall be responsible for short-listing and recommending candidates to the Line Manager (Dean/Head of Administrative Department).

3. The Line Manager shall review the short-list and develop a list of candidates to be interviewed by the Recruitment Committee.

4. In case of faculty recruitment, the Recruitment Committee consists of the Dean, Associate Dean, Department Chair and faculty members from the department.

5. In case of staff recruitment, the Recruitment Committee consists of the Head of the Administrative Department and a representative from the HR Department.

6. The Human Resources Unit shall prepare the limited employment contract for 2 years and send it to the successful candidate.

7. The Human Resources Unit shall further be responsible for background and reference checks for the candidates that will include professional and character references.

8. These processes will be concluded before the offer letter is extended to the candidate.

Responsibilities for Application

• Vice Chancellor Academic Affairs

• Dean of Colleges

• Human Resources Unit