Process Owner

Deanship of Student Affairs

Prepared by

Deanship of Student Affairs

Reviewed by

QAIE

BOT Approval

Approved

First Issue Date

19/10/2023

Last Review Date

21/05/2025

Modification History

Relevant to

DMU Students

Purpose and Scope

Purpose:

To document the process of enrollment of students in DMU Programs and to ensure the smooth functioning of the admission process to achieve the mission and vision of the University.

The aim of the policy is to attract good national and expatriate students who have high intellectual potential, motivation, and commitment; to join the University and create a unique and excellent brand name identity.

Scope:

Admission to all programs at Dubai Medical University

Abbreviations and Definitions

Admission taskforce - Will be formed annually by the Dean to plan and process the enrollment of new students into DMU programs. Members may include two faculties, two teaching assistants, Community Engagement member, Dean of Student Affairs, and a Student Services member. Members may be from different staff categories if required.  Additionally, the taskforce should include a student and a community member.  All members have the right to vote and a quorum of three members is required for voting. Dean of Student Affairs chairs the taskforce.

Selection taskforce ‐ Separate taskforce are assigned by the admission taskforce annually, specific to each program including representatives from each respective program to conduct the Multiple Mini Interviews (MMI) or personal interviews for the applicants.

Recognition of prior learning (RPL) ‐ Involves the assessment of previously unrecognized skills and knowledge achieved outside the formal education and training system. This is assessed against the requirements of a recognized qualification in terms of outcomes to be achieved. Students will be awarded credit when they have demonstrated that they have successfully met the learning outcomes and assessment criteria of a unit standard(s).

Prior certificated learning ‐ Is learning which has been formally assessed and certificated. It includes non‐standard qualifications, certificated study from other higher education institutions, professional and vocational qualifications.

Prior experiential learning‐ is learning gained through substantial, relevant experience which has not been formally assessed. This may include work experience or knowledge gained through experiences outside work. The emphasis is on the learning achieved through the experience, and not just on the experience itself.

Credit Transfer- A system whereby successfully completed units of study contributing towards a degree or diploma can be transferred from one program to another with DMU or from other external Universities or colleges.

Policy

Policy Statement

Admission and Registration policies at DMU Outlines the principles, procedures, and guidelines that follow in admitting students and managing their registration.

DMU ensures fair, transparent, and merit-based admission for all applicants without discrimination based on race, nationality, religion, gender, disability, or any protected characteristic, in accordance with UAE laws and institutional ethical standards.

Procedure for Policy:

Admission Process:

• Advertisements for admissions are placed through appropriate channels.

• A timeline for opening and closing admission applications is announced and published on the university website.

• Applications for all programs offered are completed online.

• Student Services will review the applications to ensure that the minimum eligibility criteria are met before screening in or out the applicants.  They would notify the applicant by email of the eligibility status.

• For the Doctor of Medicine program (MD) all screened applicants are required to take the Multiple Mini Interview (MMI) and applicants who don’t have the required EMSAT scores required for medical programs will need to take an admission exam.

• For BPharm all screened in applicants are required conduct the personal Interview and applicants who don’t have the required EMSAT scores required for pharmacy programs will need to take college internal exams.

• For the Master / PG Diploma program, applicants are requested to prepare and submit a presentation about related disciplines.

• All applicants are interviewed by the selection taskforce of the respective program.

• For MD / BPharm programs the admission taskforce will review the results of the applicant MMI / personal interview; Admission / internal exams or alternative scores or MCAT result and the High School score or bachelor’s degree GPA.  These scores will be collated to rank all eligible applicants.

• For Master / PG Diploma program the admission taskforce will review the results of the applicant personal interview; bachelor’s degree GPA and the score for the presentation submitted.  The scores will be collated to rank all eligible applicants.

• All applicants will be ranked and divided into an Offer list, waitlist and screen out based on the capacity of the program by the admission taskforce.

• The recommended lists are presented to the University Council for approval.

• Student Services will notify all applicants of the outcome of their application by email.

• Offered applicants will have three working (# of days may be less if required) days to accept or reject the offer. They will be given a deadline to pay the seat reservation fee after which the offer is invalid. Deadlines are set by Admission taskforce as per the agreed timeline.

• If an applicant rejects the offer or doesn’t pay the seat reservation fee by the announced deadline, the next student on the waitlist as per ranking is offered a seat until the enrollment target is met.  If the applicant approaches the University again after the deadline to request accepting the seat, they are placed back on the waitlist.

• Upon payment of tuition fees as per announced deadlines, the accepted applicants are enrolled in the respective program.

• Admission to the DMU undergraduate programs are open only for female applicants and for the Master / PG Diploma program it’s open for both female and male applicants.

• The admission process is applicable only for applicants applying as full-time students in programs offered. DMU doesn’t offer admission for / exchange or part time students.

Admission Taskforce is responsible for:

• Student recruitment initiatives, advertisements, and marketing events in collaboration with Marketing and Community Engagement.

• Review and update the admission policy and criteria annually as per Ministry of Education regulations and updates.

• Approve the admission timeline and deadlines annually.

• Screening of applicants

• Preparation and conduct of Admission Exam

• Preparation and conduct of Multiple Mini Interviews (MMI) or personal Interviews.

• Review of all results and ranking of applicants.

• Recommending the list of applicants to receive offer, waitlist and screen out for final approval by the University Council

• Review and update the letters / emails to be sent to offered, waitlisted and screened out applicants.

• Ensure all updates are published in the Student Handbook and the University Website.

• Provide statistics and response as required by the Quality Assurance and Institutional Effectiveness Unit, University Council or CAA or any internal or external Audit.

Admission Requirement & other details

Transfer Admissions, Transfer Credit and Advanced Standing

DMU:

1. establishes a committee that includes staff of the registration unit and subject matter specialists in making decisions regarding transfer admissions, transfer of credit and advanced standing; records of all decisions and related documents are maintained; Advanced Standing (Annex 23): The granting of credits (for a program/course/module) indicating that the learner is deemed to have satisfied the requirements for which the credits have been awarded. It may include exemption where applicable.

2. specifies that only students transferring from UAE institutions recorded in the National Register of Licensed HEIs, or other organizations in the UAE approved by the CAA, or recognized institutions of higher learning located outside the UAE, are eligible for transfer admission;

3. requires all entering transfer students to present valid certification (EmSAT, TOEFL, IELTS or other certification approved by the CAA) demonstrating the required language competency scores for full admission; 6.4.4 requires that students transferring from other institutions into a program in the same field of study are in good academic standing (for undergraduates, a minimum CGPA of 2.0 on a 4.0 scale, or equivalent), based on the teaching, learning and assessment system employed in the organization at which they initially enrolled, demonstrated by certified transcripts or other evidence;

4. permits external or internal students who are not in good academic standing to transfer only to a program in a field distinctly different from the one from which the student is transferring;

5. transfers undergraduate program credits only for courses relevant to the receiving degree that provide equivalent learning outcomes and in which the student earned a grade of C (2.0 on a 4.0 scale) or better;

6. accepts only transfer students in good academic standing (a minimum CGPA of 3.0 on a 4.0 scale in graduate level course work, or equivalent) to graduate programs;

7. if intending to admit students with advanced standing, establishes policies and procedures, consistent with international norms and approved by the CAA, specifying the maximum number of courses to be waived and the minimum grades or examination scores required to qualify for waivers;

8. requires the submission of official transcripts showing all post-secondary work attempted at all institutions attended;

9. requires that transfer students meet all of the admission requirements of the receiving institution and program, and does not allow, under any circumstances, transfer students to be admitted under the provisions stipulated for conditional admission;

10. treats work taken under an articulation agreement with another institution as transfer credit;

11. limits the number of transfer credits which may be applied to a specific undergraduate degree program; the limit may not exceed 50% of the total number of credits which are required to complete a degree;

12. limits transferred credits for Master's programs to a maximum of 25% of the total credits required for the program (or whichever equivalent measure is used in determining course or program requirements);

13. transfers graduate program credits only for courses relevant to the degree that provide equivalent learning outcomes and in which the student earned a grade of B (3.0 on a 4.0 scale) or better;

14. does not grant credit twice for substantially the same course taken at two different institutions;

15. allows the transfer of credits for clinical training only when done in the UAE or in exceptional circumstances, upon review and approval of a waiver to this requirement by the CAA;

16. does not allow credits for graduation projects and theses to be transferred;

17. provides for timely written notification to the student, prior to admission, of the transferability of credit, how much credit is granted, and how the accepted credit will be applied to the degree program of the receiving institution.

Procedures

Articulation of Pharmacy and Nursing Diploma graduates into Pharmacy and Nursing Bachelor programs:

• English Proficiency: Students must meet the English language proficiency standards set by the Ministry of Higher Education - Higher Education Affairs, UAE.

• Academic Qualifications: Students must have completed secondary school on the advanced track with a score of 60% or higher or General Track with a score of 60% or higher for BPharm Program and for Bachelor of Nursing.

• Accredited Institution: Students must have graduated from an accredited program with a GPA of 2.0 or higher.

• Document Submission: Before attending the College, students must submit attested records from their previous Diploma Program and higher secondary school to the Head of Enrolment and Records.

• Admission Interview: Acceptance is contingent upon an interview with the admission committee.

• Transcript Evaluation: Applicants must submit their transcripts for evaluation of transferable subjects and teaching hours from previous Diploma Program.

• Placement: Based on course equivalency, and professional experience (if applicable) students will be placed in the second year of the program.

Recognition of Prior Learning (RPL)

Recognition of prior learning for the DMU programs will abide to CAA standard 2019 Annex 20 considering the following guidelines:

• All RPL applications are studied through a committee approved and headed by the ADAA.

• The DMU program will accept credit transfer of up to 25% .

• All RPL processes will be concluded prior to student enrollment.

• The evidence provided by the student seeking RPL credit must directly relate to the competency, unit, module, course, or qualification for which credit is sought.

• The evidence must show that the student has the knowledge, skill or competency for which recognition and credit is sought.

• The evidence must demonstrate that the student has achieved all the learning outcomes of the course/module/unit for which credit is sought. Partial recognition is not acceptable.

• The RPL process must be transparent, provide students with time and support to assemble sufficient evidence and complete an application, and be consistently applied for all students and across all programs, disciplines, units, courses, and competencies.

• Approval of RPL credit must occur prior to the student's enrollment in the program.

• No grades may be assigned for RPL credit granted, nor can RPL credit be used in the calculation of cumulative grade point average (CGPA).

• All RPL processes are followed by an assessment procedure including direct observation of demonstrations of the skill or competence (Challenge exam designed and approved by the Associate Dean Academic Affairs), in addition to any of the following:

  • Examinations or tests that are used to assess the achievement of learning outcomes or qualifications of the program, modules, courses, or units.

  • A portfolio of evidence which includes documents such as qualification certificates, official transcripts of previous study, official job descriptions or statements of duties and responsibilities, letters of reference from employers detailing a student's relevant skills and experience, or samples or statements of work performed.

  • Reflective papers, journal articles or similar documents that relate past learning to the learning or competency outcomes of the course or qualification in which the student is enrolling.

  • Reviews of courses/units/modules taken at another provider, to demonstrate achievement of learning outcomes or qualifications 0f the provider's own programs, modules, courses, or units.

  • combinations of any of the above.

• The applicant may appeal to the decision regarding awarding RPL credits within five working days of receipt of the decision.

• Response to appeal will be issued within a maximum of 10 working days of receipt of the appeal.

• Assessment process and appeal process will all be published on the website.

Recognition of Prior Learning (RPL) for Graduate Program

RPL cases will be evaluated on their own merits by the Graduate program Admission taskforce and Vice Chancellor of Research and Graduate Education. With the expectation that the transfer of credits will be less or equal to 25% of the designated teaching hours in the program. 

Process and details for awarding Transfer credit are outlined in the Transfer Admission policy.

Withdrawal policy Undergraduate programs:

The policy deals with DMU students who leave through the processes of withdrawal, leave of absence, dismissal, or discontinuation and who subsequently seek Re-enrollment to the University.

1. Withdrawal during the first year of university:

2. If withdrawal is required by a student, a request for withdrawal is made and approved by the Dean of Student Affairs, Associate Dean of Academic Affairs, and the Dean of the college.

3. A student who withdraws in the first year of the University for other than health reasons and wishes to return, must reapply through the regular first year admissions process as if she were a new applicant and admission is not guaranteed.

4. If the student withdraws because of illness during the first year, she will be allowed to apply for Re-enrollment through a valid medical certificate. Permission to reapply does not guarantee Re-enrollment.

1. Withdrawal after completion of the first year of the University:

2. If withdrawal is required by a student, a request for withdrawal is made and approved by the Dean of Student Affairs, Associate Dean of Academic Affairs, and the Dean of the college.

3. If such a student wants reenrollment, an application for reenrollment is made in writing to the Student Affairs Office. This application must be accompanied by the relevant supporting documents, such as letters from the applicant’s physician(s), employer(s), etc.

4. Re-enrollment may be offered to a student in good standing who has completed one or more years of study. Good standing designates any student not subject to probation or disqualification. Permission to reapply does not guarantee reenrollment. Each re‐enrollment will be considered on a case‐by‐case basis.

5. The student will be informed in writing by the university at the time of the withdrawal whether she will be permitted to re‐enroll and under what circumstances.

Withdrawal from Graduate programs:

The policy deals with students who leave through the processes of withdrawal, leave of absence, dismissal, or discontinuation of the graduate programs.

1. If withdrawal is required by a student, a written request for withdrawal is made and approved by the Dean of Student affairs, Vice Chancellor Research & Post Graduate Education and the Dean of the college.

2. Any absence of more than 1 year will be considered as permanent withdrawal from the program and University.

Leave of Absence from the University

1. Students may seek a leave of absence for a particular purpose, for a defined period of time and with the intention of returning to the University. Returning from such an approved leave of absence requires a re‐admission request.

2. The Dean of the College may grant a student up to a one‐year leave of absence for personal, professional or medical reasons. This leave of absence may be renewed for up to one year at the discretion of the Dean in consultation with the University Council.

3. Students may be deferred for a period of one semester to one academic year if the University is not offering the courses required to progress.  Deferred students have the right to request re-enrollment at the end of the deferral period. A deferred student who doesn’t contact the university to seek re-enrolment after the deferral period is automatically withdrawn from the University.

4. A student who is not enrolled in an external degree program and who requires a longer leave than two years, or who is denied an extension of her leave of absence, must request for a withdrawal, and is advised to consult with her advisor. If the student fails to obtain a withdrawal, the student will be discontinued.

Review of applications for re‐enrollment:

1. A student who has withdrawn / deferred (but subsequently wishes to return to university) must apply for Re-enrollment in writing and submit the required information, as stipulated by the University at the time of withdrawal, to the Student Affairs Office

2. The student affairs office in consultation with admission taskforce will review each student’s written application for Re-enrollment considering the entire record and including any required supporting documents. This taskforce may recommend:

3. Re-enrollment without conditions.

4. Re-enrollment with conditions.

5. Denial of Re-enrollment until further proof of readiness to return can be demonstrated; or

6. Denial of Re-enrollment.

7. Recommendations of Admission taskforce is advisory to the University Council. The decision of the University Council is final, and no appeals are allowed.

Enrollment Management Guidelines:

Objectives

Enrollment management is a strategy to support the efficient management of facilities based on departmental planning and assessment tools and to position University to manage enrollments to accommodate planned differentiation.

Management of the Enrollment Policy

• The admission taskforce is responsible for developing and updating a supplementary enrollment plan that will establish specific enrollment targets for each program.

• Monitoring and changing the targets set out in this policy and the supplementary enrollment plan are the responsibility of the University Council.

• The admission taskforce is responsible for achieving and maintaining the enrollment targets approved.

• The Student Affairs Office is responsible for ensuring that recruitment, admissions, transfer, and retention operations are in accord with this policy.

Process of Enrollment Management

• The University Council identifies the Enrollment Target for each program as per DMU capacity.

• In consultation with the Finance Manager, the Admission taskforce will review the University capacity and set enrollment target to be approved by the University Council. 

• The Action Plan which is drafted by the admission taskforce should include:

  • The needs and expectations for the enrollment management plan supported by any statistics such as enrollment projections.

  • the impact of the enrollment management plan on the community and surrounding university.

• Any other issues that the University Council should be aware of to make an informed decision.

  • The enrollment management plan is part of the Strategy plan.

  • The draft enrollment management plan must be supported by an Action Plan and forwarded to the QA&IE for approval.

• An annual enrollment management plan should include the following:

  • Rationale for the plan including the needs and expectations of all stakeholders (including students, parents, alumni, community, University employee, DHA, or other clinical training providers).

  • Maximum enrollment capacity based on current facilities. This takes into consideration, the following factors:

• Current admissions criteria for selection.

• Admission process.

• Capacity of the University.

• CAA guidelines.

Refund Policy of Tuition Fees:

Dubai Medical University admits only a limited number of students. If any student withdraws after admission, this will create a vacancy that could have been used by another qualified student. Therefore, the University administration is strict in their action for such students. They will not refund the fees paid at the time of admission until a valid reason is provided for admission cancellation.

Refund applies as follows:

• A 5% deduction is applicable on the full tuition fees if the candidate applies for withdrawal before the beginning of the academic year.

• A 25% deduction is applicable on the full tuition fees if the candidate applies for withdrawal during the first 5 working days of the academic year.

• A 50% deduction is applicable on the full tuition fees if the candidate applies for withdrawal during 10 working days of the academic year.

• If a student withdraws after the above-mentioned days, no refund is granted at all.

• Hostel and Transportation fees are refunded based on pro-rata on a full monthly basis, not per day. (Month fraction is considered as a full month).

Refund requests should be made through the SADD (Finance unit) in collaboration with the Support Services Department through a written request along with the original fee receipt. Refunds will be made after clearance of dues, if any. Refunds will be credited by bank transfer or Cheque to the same payer (student’s parent/guardian/sponsor) bank account and not given in cash.

The following are non-refundable:

1. Visa fee

2. Application fee

3. Transport fee

4. Seat Reservation fee

5. Full tuition fee in case of dismissal/suspension for disciplinary reasons

6. The following are non-refundable:

7. Application fee

8. Full tuition fee in case of dismissal / Suspension for disciplinary reasons

Responsibilities for Application

• The admission taskforce for the respective program will be responsible for the effective functioning of this procedure.

• The selection taskforce is responsible for interviews (MMI or personal Interviews) of the applicants in each program.

• Dean of Student Affairs Department will be responsible for the administrative processes.