Process Owner

HR

Prepared by

HR

Reviewed by

QAIE

BOT Approval

Approved

First Issue Date

18/10/2023

Last Review Date

12/06/2024

Modification History

Relevant to

DMU Faculty,Staff

Purpose and Scope

Purpose:

This policy aims to provide guidance for handling grievances of employees and advise procedures for the resolution of grievances.

Scope:

These procedures apply to all employees working in Dubai Medical University.

Abbreviations and Definitions

None 

Policy

Policy Statement

DMU aims to provide a fair and productive work environment for all its faculty members and academic staff that includes a variety of means by which faculty member grievances are brought to consideration and successive resolution in a timely manner.

Procedure for Policy

Apply for grievance

Faculty members have the right to apply for a grievance if they believe they have been treated unfairly or improperly at any condition of their working relationships within DMU or regarding their working & employment conditions.

A Faculty member shall submit a signed, clear and detailed complaint of the case to the HR department which will refer the case to the Vice Chancellor Academic Affairs & Support Services, who shall appoint members of the Grievance Committee to review the grievance and ensure that it is complete with all required information and documents.

In cases where a grievance can be resolved informally, faculty members are encouraged to discuss the grievance directly with their immediate Supervisor, or with the other concerned party in an attempt to resolve the matter informally. If the issue is not resolved through the immediate supervisor, faculty members may apply for a formal grievance.

Investigation

The Grievance Committee shall carry out any necessary investigation to establish the facts of a case. The Grievance Committee shall interview all personnel associated with the grievance including the faculty member, supervisor and any witnesses. Parties involved in the investigation shall provide written replies and explanations within five (5) working days at stage of the Grievance Process from the Grievance Committee interview.

Grievance Decision

The Grievance Committee shall make recommendations to the Vice Chancellor Academic Affairs & Support Services on the required actions to resolve the grievance within 20 working days.

The Grievance Committee decision shall be communicated to the faculty member in writing.

If the grievance investigation finds that the faculty member’s grievance is made on false information, the faculty member will be held accountable for their actions and could result in formal disciplinary action against the faculty member up to termination.

The Grievance Committee

The Grievance Committee will have the authority to access all documents, statements and records involved with the faculty member filing the grievance and will has the right to interview all personnel associated with the grievance including the faculty member, supervisor and any witnesses with the aim of finding exactly what happened to make recommendations on the required actions to resolve the grievance.

All Information concerning grievance shall be treated as highly confidential, all participants in grievance incidents are required to maintain the confidentiality of the proceedings and may be permitted to disseminate information to appropriate officials of the University on a need-to-know basis.

Appeals

A faculty member has the right to appeal for the imposed penalties resulting from violation of university regulations and code of conduct. Appeals must be in writing, providing new information not considered previously, it should be submitted within 15 days from the imposed disciplinary actions.

Responsibilities for Application

• Vice Chancellor Academic Affairs 

• Deans of Colleges

• College Council

• Deans’ Council