Process Owner

HR

Prepared by

HR

Reviewed by

QAIE

BOT Approval

Approved

First Issue Date

21/09/2023

Last Review Date

20/03/2025

Modification History

Relevant to

DMU Faculty,Staff

Purpose and Scope

Purpose:

The aim of this policy is to provide a framework for selection, recruitment, and employment within Dubai Medical University, promoting good recruitment practice that adopts a proactive approach to ensure consistency, fairness, and equality in all recruitment-related matters. This guideline is to support the achievement of the DMU strategic goals and objectives by consistently acquiring highly competent employees.

Scope:

This procedure applies to all appointments pertaining to faculty members & professional staff.

Abbreviations and Definitions

None 

Policy

Policy Statement:

DMU affirms its dedication to maintaining faculty, professional staff of the highest caliber. It outlines transparent criteria for recruitment, emphasizing merit, diversity, and alignment with institutional goals. Simultaneously, the policy delineates a fair and thorough process for termination, ensuring due diligence, adherence to contractual agreements, and a commitment to handling such matters with sensitivity and professionalism.

Hiring PlansThe Dean’s Council identifies and prepares the Staffing Plan for each academic year based on the academic and operational needs.  A “Manpower Request Form” needs to be completed, along with an updated Job Description and a complete specification of the required personnel with details such as qualifications and experience.

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

ShortlistingJob applications are initially screened by the Human Resource Department 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. 

InterviewsThe Human Resource Department is responsible for contacting the shortlisted candidates and arranging and coordinating interviews with the Appointment & Promotion Committee. 

Offers of EmploymentThe 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. 

EmploymentThe 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. 

Appointment of StaffAppointment of Staff is determined based on education, experience, skills, character, and position requirements. The nationality composition of the Dubai Medical University must also be considered as per the guidelines of the Ministry of Human Resources and Emiratization.The DMU is, however, committed to being an equal opportunity institution that will not distinguish between race, religion or gender when it formulates an offer to a candidate.

Appointment of Academic positions & faculty membersProcedures governing the appointment of Faculty members and Adjunct Faculty members are explained in the Policy & Procedure Manual, chapter D

1. Appointments of University AdministratorAppointments are made by the Board of Trustees and the chairman's approval; the terms and conditions of employment will be specified in the employment contract. Types of EmploymentFull-time Regular Employment: covers the employment of full-time faculty members who are hired to work for 48 hours a week on a daily basis.Part-time Employment: covers the employment of faculty members who are hired to work on an hourly basis for a specific period of time; this type of employment covers the appointment of part-time faculty and Adjunct Clinical Faculty members.1. Recruitment Process

• The Academic team is responsible for sharing the subject/course and workload details for part-timers with the HR department.

• Candidates shall be selected based on their specific qualifications and relevant experience in accordance with the subject/course requirements.

2. Remuneration StructureThe remuneration for part-time employees is determined based on their highest level of academic qualification:

• PhD: AED 350 per lecture hour

• Master’s Degree: AED 300 per lecture hour

• Bachelor’s Degree: AED 200 per lecture hour

3. Work Conditions

• Part-time employees will not be entitled to additional preparation hours.

• Attendance records must be submitted by course coordinators before the 15th of each month to ensure timely processing in the payroll system.

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 members are paid on a salary basis or on an hourly basis.

Preparation of On-Boarding

The Human Resources Department will coordinate the following:

• Visa, flight tickets to mobilize and temporary accommodation, where applicable for new candidates.

• IT equipment and the allocation of an office, or shared workstation. Similarly, the Human Resources Department will arrange associated furniture for the faculty members, in cooperation with the Facility Manager.

• Arrange for company-provided transport or company-provided accommodation prior to the on-boarding of the new staff.

Orientation

All new faculty members joining Dubai Medical University shall receive an orientation within the two weeks of their employment. They will be introduced to the Dubai Medical University through an initial briefing conducted by the Human Resources Department regarding DMU HR policies and procedures, including attendance policy, leave policy, medical policy, payment methods, and accommodation plans depending on the contract terms.The Human Resources Department is responsible for arranging an escort to the work location and introducing the new faculty member to the Vice Chancellor Academic Affairs & Support Services  , Dean, Department Chair, faculty members, and professional staff. The Human Resources Department shall arrange a brief tour of the campus. Usually, the university will conduct public orientation gathering for all new faculty members and existing faculty members. 

Orientation Program Schedule

The Human Resources Department is responsible for conducting the orientation program in a period not exceeding 14 days from the date of employment, to be recorded in the orientation records. 

Orientation Program

• HR Orientation: Information will be given on the overall DMU policies and procedures, including Leave policy; attendance policy; grievance policy; overtime policy, performance management system and others. Faculty members will receive a soft copy of DMU procedure manuals & faculty/staff handbook, the Code of conduct, and disciplinary and grievance procedures will be explained.

• Dubai Medical University Overview Orientation: Brief description of DMU, vision, mission, and values and outline of the management structure.

• QA & IE & LMS orientation

• Health & Safety awareness orientation

 Probationary PeriodUpon the appointment, the new faculty members’ contract shall be subject to six months’ probationary period from the date of joining. Their services may be terminated during the probationary period, as per the stipulations of the Federal Decree - Law 33 of 2021 (The UAE Labor Law). 

Nepotism PolicyDMU policies for recruitment, promotion and termination of faculty members are based on qualifications for the position, competencies, and performance capabilities. DMU attempts to avoid favoritism or the appearance of favoritism and conflicts of interest in employment decisions. 

Employment of Immediate RelativesDMU does not permit the employment of relatives of faculty members. As an exception it could be considered where the relative:

• Is uniquely qualified and the recruitment of a similar faculty member would be either very expensive or difficult to source.

• Where the relatives do not report directly or indirectly to the faculty member.

• In such employment the relationship with the faculty member needs to be declared and the final decision needs to be made by the Dean’s Council.

• DMU has the right to take necessary action if there is evidence of non-compliance with this policy.

Direct family members or relatives should be disclosed to the Human Resources Department, the Dean and the Appointments and Promotions Committee of respective University for the sake of transparency. 

Outside Employment

• DMU faculty members are permitted to engage in outside employment subject to the following restrictions:

• Faculty members are required to disclose outside work and the nature of the jobs to the Dean , and obtain pre-approval to perform outside work.

• DMU requires that faculty members’ activities and conduct away from the job must not compete, conflict with, or compromise its interests, or adversely affect job performance and the ability to fulfill all responsibilities to the DMU.

• Faculty members are cautioned to carefully consider the demands that additional work activity will create before accepting outside employment.

• Approval to engage in assignments or work outside the DMU or work for third parties must be obtained by the Dean, VC Academic Affairs and support services, Chancellor  of the DMU prior to engaging with Third Parties.

• The requirements set out in Federal Law 33 of 2021 must at all times be adhered to.

Recognition of Associations as per UAE Labor Law

DMU upholds and recognizes the labour rights of all its employees in accordance with Federal Decree by Law No. (50) of 2023 Concerning the Regulation of Public Welfare Associations and other applicable UAE labour laws. ​DMU promotes equitable participation of women and international staff in any such representative structures or staff forums.

Personnel & Hiring Records PolicyAll recruitment records and specifically all information related to salaries and benefits will be kept and maintained confidentially by the Human Resources Department. The Human Resources Department shall create personal file each faculty member within DMU, as per appointment checklist (See Forms) to be kept in a secure location with limited Access.Each new faculty member will have access to review his\her personal file in SIS system and correct erroneous information. Each new faculty member shall be issued with an Faculty member Identification Number (staff ID) prepared and issued by the Human Resources Department at the time of the faculty member’s hiring.

Resignation and TerminationStaff that resign will do so in writing and will serve a notice period of no less than one month, as per the UAE Labor Law or as per the notice period stipulated in their Employment Contract, whichever is the longest period.  The Dean’s Council can, at its discretion, allow staff to reduce their notice period to a minimum of one month's notice.Termination of employees will be done in strict compliance with the UAE Labour Law.

Responsibilities for Application

• Vice Chancellor Academic Affairs

• Dean

• Dean’s Council

• Head of Human Resource Unit