Policies and Procedures Manual - IMT Dubai2017-18)-V3-27.1.18.pdfPolicies and Procedures Manual...

Policies and Procedures

Manual

sujit

December 2017-18

Policies and Procedures Manual

Policy and Procedures Manual June January 20178 Page 1 of 248

Table of Contents SECTION 1: ORGANIZATION AND GOVERNANCE ........................................................ 4

1.1. Vision, Mission, Strategic Goals & Objectives ..................................................................... 4 1.2. Review of Vision, Mission, Strategic Goals & Objectives .................................................... 5 1.3. Governing Entity: Board of Directors .................................................................................. 6 1.4. Responsibilities of Faculty and Administrative Personnel ................................................ 10 1.5. Standing Committees ........................................................................................................ 18 1.6. Organizational Chart & Reporting Protocols ..................................................................... 43

SECTION 2: QUALITY ASSURANCE ............................................................................. 45 2.1 Institutional Effectiveness Policy ...................................................................................... 45 2.2 Planning Policy .................................................................................................................. 51 2.3 New Course and Program Development Policy ................................................................ 52 2.4 Document Control Policy .................................................................................................. 53

SECTION 3: THE EDUCATIONAL PROGRAM ............................................................... 55 3.1 Undergraduate Completion Requirements Policy ............................................................ 55 3.2 Graduate Completion Requirements Policy ...................................................................... 57 3.3 Independent Study Policy ................................................................................................. 58 3.4 Policy on Intensive modes of delivery ............................................................................... 59 3.5 Academic Progress Policy .................................................................................................. 59 3.6 Grading and Assessment Policy ........................................................................................ 63 3.7 Examination Policy ............................................................................................................ 64 3.8 Curricula Approval and Revision Policy ............................................................................. 66 3.9 Internship Policy ................................................................................................................ 67 3.10 Course File Policy .............................................................................................................. 68 3.11 Class Size Policy ................................................................................................................. 69 3.12 Policy on Intensive Modes of Course Delivery .................................................................. 69

SECTION 4: FACULTY POLICIES ................................................................................. 70 4.1 Faculty Roles & Responsibilities ........................................................................................ 70 4.2 Definition of Faculty & Ranks ............................................................................................ 72 4.3 Faculty Recruitment Policies ............................................................................................. 75 4.4 Faculty Workload Policy .................................................................................................... 80 4.5 Advancement Of Existing Faculty ...................................................................................... 81 4.6 Faculty Performance Appraisal Policy ............................................................................... 83 4.7 Professional Development Policy for Faculty.................................................................... 89 4.8 Faculty Pay and Benefits Policy ........................................................................................ 92 4.9 Leave Policy for Faculty ..................................................................................................... 96 4.10 Travel Policy For Faculty .................................................................................................. 102 4.11 Faculty Disciplinary Policy ............................................................................................... 103 4.12 Faculty Separation Policies & Procedures ....................................................................... 105 4.13 Faculty Professional and Ethical Conduct ....................................................................... 107 4.14 Intellectual Property: Copyrights .................................................................................... 110 4.15 Internal Academic Governance ....................................................................................... 111 4.16 Faculty Grievance Policy and Procedures ....................................................................... 113

SECTION 5: STAFF POLICIES .................................................................................... 117 5.1 Definitions of Staff & Ranks ............................................................................................ 117 5.2 Staff Employment Policies............................................................................................... 118



5.4 Policy on Staff Promotions .............................................................................................. 123 5.5 Compensation And Benefits For Staff ............................................................................. 124 5.6 Leave Policy For Staff ...................................................................................................... 127 5.7 Staff Evaluation Policy ..................................................................................................... 131 5.8 Staff Professional Development Policy ........................................................................... 133 5.10 Staff Disciplinary Policy ................................................................................................... 136 5.11 Staff Grievance Policy and Procedures ........................................................................... 139

SECTION 6: STUDENTS ............................................................................................... 140 6.1 Admissions Policy – Undergraduate Programs ............................................................... 140 6.2 Admissions Policy – Undergraduate Programs ............................................................... 144 6.3 Policy For Advanced Standing/ Recognition Of Prior Learning (RPL)/ Transfer Credits . 149 6.4 Fees Policy ....................................................................................................................... 151 6.5 Student Records & Information Release Policy .............................................................. 153 6.6 Career Service Policy ....................................................................................................... 157 6.7 Residential Life Policy ...................................................................................................... 158 6.8 Student Finance Policy .................................................................................................... 158 6.9 Student Disciplinary Policy .............................................................................................. 159 6.10 Student Activities & Publications Policy .......................................................................... 161 6.11 Student Rights and Responsibilities Policy ...................................................................... 170 6.12 Student Counselling Policy .............................................................................................. 172 6.13 Health Services Policy ..................................................................................................... 173 6.14 Academic Advising Policy ................................................................................................ 174 6.15 Student Academic Integrity Policy .................................................................................. 176 6.16 Student Appeals Policy and Procedures ......................................................................... 180 6.17 Student Grievance Policy and Procedures ...................................................................... 182

SECTION 7: LEARNING RESOURCES ........................................................................ 183 7.1 Circulation Procedures & Limitations ............................................................................. 183 7.2 Collection Development Policy ....................................................................................... 185 7.3 Library Resource Sharing Policy ...................................................................................... 187 7.4 Copy Right Policy ............................................................................................................. 189 7.5 Fair Use Policy ................................................................................................................. 191 7.6 Professional Development Policy for Library Staff.......................................................... 194

SECTION 8: PHYSICAL AND TECHNOLOGY RESOURCES ...................................... 195 8.1 IT Policy (Computing and Network Resources Use Policy) ............................................. 195 8.2 Health Policy.................................................................................................................... 200 8.3 Safety Policy .................................................................................................................... 201 8.4 Facilities and Equipment Management Policy ................................................................ 205

SECTION 9: FISCAL RESOURCES .............................................................................. 207 9.1 Audit Policy ..................................................................................................................... 207 9.2 Financial Policies ............................................................................................................. 208 9.3 Procurement and Inventory Control Policy .................................................................... 213 9.4 Risk Management Policies .............................................................................................. 219

SECTION 10: PUBLIC DISCLOSURE AND INTEGRITY .............................................. 224 10.1 Conflict of Interest Policy ................................................................................................ 224 10.2 Intellectual Property Rights Policy .................................................................................. 227 10.3 Teach-out Policy .............................................................................................................. 228 10.4 Publications Policy ........................................................................................................... 229



10.5 Consultancy Policy........................................................................................................... 230 10.6 Documentation preparation and scrutiny ...................................................................... 232

SECTION 11: REASEARCH POLICY............................................................................ 233 11.1 Requirement to Undertake Research ............................................................................. 233 11.2 Statutory and Ethics Obligations ..................................................................................... 233 11.3 Research Management ................................................................................................... 234 11.4 Research Support Resources:.......................................................................................... 234 11.5 Research Planning ........................................................................................................... 236 11.6 Evaluation and Monitoring of Performance ................................................................... 236 11.7 Publication and Intellectual Property ............................................................................. 237 11.8 Recruitment and Staff Development .............................................................................. 237 11.9 Expert Committee ........................................................................................................... 238 11.10 Maintenance of records .................................................................................................. 238

SECTION 12: COMMUNITY ENGAGEMENT ................................................................ 239 12.1 Goals ................................................................................................................................ 239 12.2 Community Engagement Committee .............................................................................. 240 12.3 Action Plan ...................................................................................................................... 240 12.4 Responsibility .................................................................................................................. 240

SECTION 13: POLICY DEVELOPMENT AND DOCUMENT CONTROL ....................... 241 13.1 Policy Development .......................................................................................................... 241 13.2 Incorporation of Policy Changes ....................................................................................... 241 13.3 Dissemination ................................................................................................................... 241

Annexure I - Reimbursement for Overseas Journey ................................................. 242 Annexure II – Leave Travel Policy ............................................................................... 244 Annexure III - Policy on Salary Advances to Employees ........................................... 245 Annexure IV - Policy on Miscellaneous Allowances, Financial Assistance & Gifts 246 Annexure V – Guest House Policy .............................................................................. 247



SECTION 1: ORGANIZATION AND GOVERNANCE

IMT-Dubai is located at Dubai International Academic City, a special purpose zone that

hosts universities and other learning institutions. In the five buildings, spread over almost

250,000 square feet, IMT-Dubai offers superior academic, entertainment and residential

facilities. Student housing is located within the campus, which is located not very far from

Dubai’s main attractions.

IMT-Dubai is accredited by the Ministry of Higher Education and Scientific Research

(MoHESR) in the UAE since 2006. The Institute offers undergraduate and postgraduate

programs to an international audience, all delivered in English language. The

organizational chart and reporting protocols of IMT-Dubai are indicated in Section 1.6.

1.1. Vision, Mission, Strategic Goals & Objectives

Vision

IMT-Dubai aspires to become a leading university for nurturing high quality

professionals.

Mission

The mission of IMT-Dubai is to develop young leaders and professionals who are

business ready, socially responsible and aware of challenges such as sustainability,

ethics, environment and multi-cultural societies. In that spirit, it is committed to engage

in high quality teaching and contemporary research.

Strategic Goals & Objectives

Goal-1: Offer high quality programs relevant to business and Industry in the

region.

Obj 1a: To design and deliver portfolio of programs and courses in the areas of

business, management and allied fields.

Goal-2: Create conducive and productive environment for student learning and

professional development.

Obj 2a: To adopt innovative pedagogical methods that will enrich student learning

and experience.

Obj 2b: To actively pursue student and faculty mobility with international partner

universities.

Obj 2c: To develop high quality teaching materials, text books, cases and

reference books to augment teaching and learning experience.



Obj 2d: To provide IT enabled processes for teaching, learning and related

activities.

Goal-3: Attain National, Regional and International Recognition for High Quality

Academic Programs.

Obj 3a: To benchmark and improve curriculum and academic processes every

three years.

Obj 3b: To strive and achieve international accreditations for the programs.

Goal-4: Foster partnership with industry and government bodies for experiential

learning

Obj 4a: To offer executive education programs for professionals and executives.

Obj 4b: To engage with industry for collaborative projects and strengthen industry-

academia interface.

Goal-5: Promote international outreach with recognized universities and

institutions.

Obj 5a: To have a diversified mix of students and faculty from different

geographical regions.

Obj 5b: To create and develop partnership with institutions of repute.

Goal-6: Focus on applied business research relevant to industry, business and

society.

Obj 6a: To support high quality applied research in business and allied areas.

Obj 6b: To encourage faculty and students research publications in conferences

and journals.

1.2. Review of Vision, Mission, Strategic Goals & Objectives

Vision and Mission are adopted by the institute on a long term basis. The vision and

mission statements shall be reviewed every five years. The process of revising the

vision and mission involves abstracting the aspirations of different stakeholders and

agreement building exercise.

Workshops involving all faculty, staff and students generates diverse views in small

groups. Iteratively, consensus needs to be built to converge into a formal statement.

This process is used to write the vision and mission statements. Once they are

finalized, the strategic goals and objectives are derived to fulfill Vision & Mission.

The Board of Directors approves Vision, Mission, Strategic Goals and Objectives.



The time table for periodic review of the mission, vision and strategic goals and

objectives is as follows:

Items Frequency of revision

Vision Every five years

Mission Every five years

Strategic Goals Every three years

Strategic Objectives Every three years

However, for the purpose of new programs there may be revised in Vision, Mission

Strategic Goals and Objectives earlier to the stated frequency.

1.3. Governing Entity: Board of Directors

Subject BOARD OF DIRECTORS

Effective Date Ongoing

Contact Director

The Board of Directors is the legal body formed responsible for IMT-Dubai and for policy

making. It oversees the functioning of IMT-Dubai, both in terms of financial performance

and operational & administrative aspects.

i. Members

The Board of Directors includes the following members:

1. Mr. Kamal Nath

Chairman of the Board

2. Mr Bakul Nath

Vice President

3. Mr Dipankar Chatterji

Vice President

4. Mr. Mohammed Ayub Shikh Mohammed Shahid

Member

5. Dr. Francois Therin

Director, IMT Dubai

IMT-Dubai



ii. Objectives

The objectives of the Board of Directors are defined as:

i) To monitor the performance of IMT-Dubai in every aspect and to guide and

support IMT-Dubai in establishing itself as a world class business school.

ii) To determine its expansion plans, new courses of study to be established,

open new branches and generally to take all decisions on policy matters and

approve strategic plans.

iii) To promote, organize and facilitate study and research in all the branches of

learning and business administration.

iv) To promote policies for publishing books, magazines, periodicals, pamphlets

and other literature.

v) To approve plans to construct, or alter any buildings which may be

necessary or expedient for its purpose.

vi) To approve plans to provide hostels for students and scholars and

residential accommodation for teaching and staff.

vii) To purchase, take on lease or accept as a gift or otherwise acquire any real

or personal property or rights therein or privileges attaching thereto.

viii) To carry out any of the above objects in partnership, co-operation,

collaboration or other arrangements with any other persons, trust,

foundation society or institution engaged interested in any of the objects

which the Board is authorized to carry on.

ix) To do all such other acts and things, whether incidental to the objects

aforesaid or not, as may be requisite in order to further its function as an

educational institute and a seat of learning.

iii. Membership

The members of the Board of Directors are appointed and hold office at the

discretion of the Chairman of the Board.

iv. Responsibilities of the Board of Directors

The Board of Directors holds the following responsibilities:

1. To be the ultimate entity governing IMT-Dubai.

2. To set the strategic goals for IMT-Dubai.

3. To hire a Director and carry out his annual evaluation.

4. Subject to the approval of the Board take on lease or accept as a gift any land

or building which may be necessary or convenient to the purpose of IMT-Dubai



on such terms and conditions as may be deemed fit and proper.

5. To construct any building(s), educational work-shops etc, that may be

considered necessary for the purpose of the Institute and to make any

additional or alternations or modifications therein subject to the necessary

funds being made available. To appoint any person(s) as Attorneys of the

Managing Committees and confer upon them such powers as it may deem

proper to act on its behalf.

6. To open bank accounts, draw, accept, endorse and negotiate promissory

notes, bills, checks or other negotiable instruments.

7. To invest the funds of IMT-Dubai in or upon such securities from time to time

and alter any investment so made.

8. To make such rules and regulations for grants or benefits as it may think fit and

proper for the financial help of employees of IMT-Dubai under such

circumstances as may be prescribed by such rules and regulations.

9. To make such rules and regulations as it may, from time to time, consider

necessary or proper for regulating the management and affairs of IMT-Dubai.

10. To grant scholarships to students belonging to any institutions affiliated with

IMT-Dubai whether India or abroad.

11. To secure necessary funds for the operational as well as developmental

requirements of the institute.

12. To authorize/award of new academic degree.

13. To appoint/approve the selection of external auditors.

14. To receive and review the report of the external auditors.

15. To approve the annual budget of the institute.

v. Meeting of the Board of Directors

The Board meets to review the functioning of IMT-Dubai, to discuss the Annual

Plans, review long term strategic plans, approve the annual budgets, approve and

adopt the audited and finalized accounts of the institute and to discuss any other

matters with the permission of the Chairman of the Board.

1. The Board of Directors will meet at least 4 times a year.

2. The time lapse between 2 successive meetings of the board should not be

more than 4 months.

3. A clear 15 days’ notice should be sent to the members for the meeting, along

with the agenda papers.

4. The Chairman can convene meeting earlier than the annual scheduled

meeting, provided he feels the need to take any urgent decisions or discuss

any other urgent and important matters that is in his sole opinion cannot be

postponed till the next annual meeting of the board.

5. A meeting can be also convened by the Chairman earlier than the annual

schedule meeting when 2/3rd

member express their request in writing to



convene the meeting.

6. In case of a need for an immediate action that cannot wait for the annual

meeting, discussion and a vote may take place by conference call or email as

long as a quorum as specified is in effect.

vi. Quorum and Proceeding

1. Three members or 2/3rd

of the total members of the board, whichever is more,

would constitute a Quorum of a meeting of the board.

2. If a quorum is not reached, the General Meeting may be adjourned to the next

week at the same time, place and day. If a quorum is not present at successive

meeting, the members present shall constitute a quorum.

3. A declaration by the Chairman of the meeting that a resolution has been

carried by a majority and any entry to that effect in the minute book of the

proceedings of the meeting shall be conclusive evidence of the fact without

proof of the members present or voting or proportion in favor of or against

resolution.

4. Minutes of the meeting would be recorded for all the meetings along with the

attendance of the members present and kept in a place accessible for viewing.

vii. Alteration of the Objectives, Its Amalgamation or Dissolution

The alteration in the objectives of the Board of Directors can be incorporated after

they have been approved by a majority of members in the annual meeting of the

board or a special meeting convenes for the purpose. The amalgamation and

dissolution would be done at the sole discretion of the Chairman of the Board.



1.4. Responsibilities of Faculty and Administrative Personnel

1. Director

The CEO (who shall be a Director) holds ultimate responsibility for all business

conducted within, for and in the name of IMT Dubai. The CEO’s major

responsibilities are:

i) Managing day to day operations of the Institute

ii) Implementing decisions and resolutions adopted by the Board of Directors

iii) Maintaining plans for the staffing needs of the Institute

iv) Ensuring administrative efficiency and effectiveness and compliance with

institute policies and relevant legislations.

v) Ensuring that reviews of performance and assessment of developmental

needs of staff in the institute are undertaken in accordance with institute

policy

vi) Ensuring timely and effective communication with staff and students and

community at large

vii) Promoting excellence in teaching and research

viii) Ensuring that the education and learning of all students is optimized

ix) Promoting the establishment of research linkages and collaborations with

foreign universities, research organizations, government and industry

x) Preparing budget and raising research grants from internal resources as well

as from funding agencies both national and international

xi) Planning and managing the institute’s financial resources efficiently and in

accordance with the policies and relevant legislation

xii) Representation of the institute with all external stake holders

xiii) Responsible for the Institutional Effectiveness and Quality Assurance

Department

xiv) Planning and organizing the resources of the institute

xv) Time to time revising & updating policies & getting approval of the Board

xvi) Implementing policies & Procedures

xvii) Based on market requirements, proposals for new programs to be proposed

by the Director to the Board for approval



xviii) Review mission and vison and strategic plan

2. Chief Administrative Officer

The CAO’s major responsibilities are:

i) Day to day administration of support services of the Institute, which are non-

academic in nature.

ii) Managing the budget and accounts of the Institute.

iii) Managing the requirements for CAPEX.

iv) Responsible for admissions.

v) Managing the placements & career office.

vi) Overseeing the Office of Students Services

vii) Developing corporate relations

viii) Responsible for promoting and marketing activities of the Institute

ix) Responsible for regulatory affairs of the Institute

x) Ensuring the implementation of effective HR policies for non-academic staff

xi) Responsible for the development needs of the non-academic staff

3. Academic Dean

Major responsibilities include:

i) Conducting the academic program smoothly

ii) Developing a strong research culture and motivation amongst faculty members

to achieve Institute-wide research goals, policies, and initiatives.

iii) Encouraging inter-school and inter-disciplinary developments and providing

advice and support to academic staff on research matters.

iv) Facilitating the school's participation and leadership in inter-disciplinary

research activities to create, integrate, transfer and apply knowledge.

v) Providing consultation and specific technical assistance to the faculty members

in developing research proposals (searching for funding opportunities,

maintaining a grant opportunities database, grant-writing, budget preparation,

editorial, proposal preparation), disseminate information to appropriate

constituents concerning the school's research activities.

vi) Monitoring students’ progress during the course of the program.

vii) Promoting students’ involvement and participation in academic, cultural and

social activities.

3A. Associate Dean

i) The responsibilities of Associate Dean(s) is to assist Academic Dean in

operational activities and smooth conduct of the programs.

ii) Monitoring of the Action Plan along with the QAIE Office.



4. Program Chairperson

The Program Chairperson’s major responsibilities include:

i) Primary responsibility of the Program Chairperson is to achieve program (MBA,

Executive MBA, BSBA, BCOM) objectives, and learning outcomes.

ii) The Program Chairperson will be responsible for organizing, planning, and setting

priorities for allocation of resources within the Program.

iii) To achieve this, she/he develops annual teaching plan in consultation with Director

and faculty members. Organizes Pre-semester planning meeting, Mid-semester

and Post-semester review meetings.

iv) The Program Chairperson works with admission team for selection and admission

of suitable and qualified students into the program.

v) Coordinates with faculty and students for effective delivery of program contents

and achievement of program outcomes.

vi) Coordinates assessment scheduling and conduct of assessments.

vii) Prepares annual program review and communicates to Director and for any

improvements.

viii) Program Chairperson extends support to QA&IE for on-going process of Program

review, including assessing student and institutional outcomes. The Program

Chairperson will provide academic leadership in the development and revision of

course syllabi.

ix) Monitors student progress in achieving program objectives takes corrective actions

as per the program handbook.

x) Coordinates with faculty and QA&IE for course files and documentation. The

Program Chairperson, together with the program faculty, will be responsible for

implementing the process for CAA, MoHESR, AACSB accreditation for the

program. The Program Chairperson will orient all activities within the Program to

fully meet the requirements of CAA, MoHESR, or any other accreditations.

5. Institutional Effectiveness Officer

The IE officer’s major responsibilities include:

i) Responsible for all aspects of relevant policies and programs related to

Accreditation and Licensing

ii) Planning, coordinating and conducting an effective Institutional Effectiveness

program.

iii) Planning, coordinating and conducting an effective assessment program.

iv) Support academic units in preparation and interpretation of annual outcomes

assessment reports.

v) Integrate outcomes assessment into strategic planning.

vi) Other duties as assigned by the Institute



6. Faculty

IMT-Dubai Faculty members are expected to contribute not only to quality class room

teaching but also to devote time on quality research. IMT-Dubai also encourages the

faculty members to attend conferences and conduct Executive Development

Programs and Consultancy with the industry. The major responsibilities of faculty

members include:

i) Class room teaching

ii) Advising, Guiding, Supervising (Internship, Project work etc.)

iii) Research and Development

iv) Institutional Activities (Committees, Conferences, Colloquiums)

v) New Course Development

vi) Organizing and participating in Executive Development Programs, Conferences

and Seminars

7. Head of Marketing & Admissions

Major responsibilities of the Head of Marketing & Admissions include:

i) Managing the team of marketing and admissions

ii) Develop marketing strategy for the Institute

iii) Design and implement the marketing plan

iv) Develop and distribute marketing collateral and sales support material

v) Plan and attend exhibitions and events that will promote the Institute

vi) Develop the Institute’s brand to facilitate its growth in the market

vii) Responsible for all admission related activities

viii) Evaluate student applications and ensure that these are in line with the standards

of IMT-Dubai and MOHESR

ix) Coordinating with the Registrar to ensure that admission data is handed over

8. Registrar

The Registrar has the responsibility to:

i) Ensure that student records are in full compliance with the academic

requirements.

ii) Keep all records and files pertaining to students

iii) Keep a database of all pertinent information and data for the institution.

iv) Issue students’ transcripts and Degree.

9. Program Assistants

The major responsibilities of program assistants include:

i) Ensuring efficient operation of the academic activities.

ii) Scheduling of all courses, classes and assigning rooms.



iii) Course registration for the students.

iv) Establish in liaison with the Academic Dean, the Academic calendar.

v) Coordinating with the Faculty Members for all course requirements and distribution

of pedagogical material.

vi) Coordinate between the faculty, the students’ body and the administrative staff for

daily program requirements

vii) Supervision of all administrative tasks related to the program such as handling of

examinations, internship reports and organization of presentation panels.

10. Administration/HR Manager

(I) Human Resource Responsibilities

i) Man power planning

ii) Training and Development

iii) Annual Performance Appraisal

iv) Internal Mobility

v) Wages and Salary Administration

vi) Employee Grievance

vii) Internal/External Communication

viii) Welfare and working conditions

ix) Staff Leave records

x) Staff personal records

xi) Medical Insurance administration

(II) Financial Responsibilities

i) Responsible for all cash disbursement, withdrawals from and deposits in the

Bank.

ii) Supervise/maintain all books of Accounts including Ledger, and Bank/Cash

Books.

iii) Preparation and finalization of P&L A/C and Balance Sheet.

iv) All Cash, Check, and Bank reconciliation.

v) Liaison with Auditors and finalization of Audits.

vi) Overall coordination for Budget preparation and final presentation of Budget.

vii) Monitoring performance against approved Budget, reporting the same

periodically, and conducting variance analysis.

viii) Disbursement of Salaries to employees, and payment to vendors.

ix) Maintenance and supervision of statutory requirements.

x) Tax / statutory financial compliance.

xi) Maintenance of Minutes of Board Meetings, Annual General Meetings and

other statutory registers.

xii) Loans and advances.

xiii) All liaisons with Banks.

xiv) MIS



11. Accountant

i) Assisting the Finance Manager

ii) Preparing vouchers

iii) Submitting vouchers for approval

iv) Feeding entries in the accounting package

v) Handling papers and files

vi) Maintaining Fixed Assets Register

vii) Reconciliation of Subsidiary and control books

viii) Collection and accounting of fees from students and issuing receipts to them

ix) Preparation of monthly Bank Reconciliation statements

x) Coordination with the suppliers for payments and right time delivery

12. Facilities Manager

i) Maintenance, House-keeping, Pantry service, and general upkeep of the IMT-

Dubai and the students’ residence, including AMCs.

ii) Application and liaison for Visa and Medical checkup for IMT-Dubai staff.

iii) Travel and Hotel bookings, as well as arrangements for receiving the

students/visitors at the airport.

iv) Arrangements for official visitors, and various functions.

v) Insurance.

vi) Liaison with Government agencies and statutory administrative compliance.

vii) Upkeep of vehicles.

viii) Stationery and other office supplies.

ix) Telecommunication services.

13. Librarian

i) Faculty/ student interaction for collection Development and Selection of Resources

ii) Responsibility for circulation

iii) Classification and cataloguing of documents

iv) Procurement and Managing the online resources

v) Develop and manage the library website

vi) Managing the print / photocopy services at library

vii) Managing the audio visual media center at library

viii) Updating the library stock of books

ix) Renewal / subscription of Journals and Magazines

x) Online public Access Catalogue

xi) Support R & D of Faculty through identification / Necessary processing of required

documentation and resources



xii) Support students’ research / report preparation / case studies etc., through access

to relevant sources.

14. Assistant Librarian

i) To assist the librarian for all his academic activities

ii) Classification and cataloging of resources as per the classification & cataloguing

rules

iii) Circulate every reminder for non-returned and overdue documents.

iv) Managing the circulation counter.

15. Student Services Officer

i) Managing student residences

ii) Application and liaison for Student Visa and Medical insurance for the students.

iii) Facilitate extra-curricular activities including sports, cultural and recreational

activities

iv) Organizing student transportation

v) Provide counseling to students through a professional and qualified counselor

16. Office of Internships & Projects

i) To provide the students career advising and guidance.

ii) To conduct workshops on Résumé writing, interview techniques, job search

strategies, salary negotiation, aptitude and skill assessment, and general career

advice.

iii) To liaison with local and multinational companies, creating a business network to

offer employment and internship opportunities to IMT-Dubai students and alumni.

iv) To provide information on available internship opportunities and coordinate with

sponsoring companies for project assignments.

v) Arrange in-campus recruitment activities and participate in career fairs.

vi) Coordinate with Faculty Members for assigning project work to students.

17. System Administrator (ICT Infrastructure)

i) To put in place all types of hardware and software needed for Teaching, Library,

Research and other functional needs of the Institute.

ii) To ensure that the IT policy is operational and followed in every respect

iii) To ensure that the IT security is fool proof and conduct periodic searches of the

hardware and software so that the security is ensured

iv) Ensure that there is no Copyright violation in any respect by anyone in the IMT-

Dubai including faculty and staff members.



18. Office of Career Services

i) Responsible for Final Placements.

ii) Responsible for corporate networking for the purpose of facilitating job/placement

opportunity for IMT-Dubai students.

iii) Team up with recruitment agencies and placement consultancies to explore the job

market.

iv) Conduct workshops and preparatory sessions to enhance students’ career

prospects.

v) Build an ongoing relationship with companies and recruiters.

vi) Promote Industry-Institute Interaction for better visibility.

vii) Provide full support for MDP’s and other management programs organized by the

institute.

19. Office of Admissions

i) Handling enquiries from potential students

ii) Checking documentations sent by applicants

iii) Application form screening and processing.

iv) Organizing entrance test and personal interviews during selection process.

v) Constant communication with applicants.

vi) Coordination in the production of promotional material including brochure, flyers,

banners, stands etc.

vii) The making of admissions offers.

viii) Ensuring that applicant data is entered onto the student records data base.

ix) The dispatch of joining instructions.

x) Participating in promotional activities like exhibitions, road shows and events.

20. Alumni Relations

Office of alumni relations has following responsibilities:

i) Organize annual alumni meet

ii) Involve alumni in IMT-Dubai’s curricular and co-curricular activities

iii) Continuously update the alumni database



1.5. Standing Committees

1.5.1 Academic Board – Terms of Reference

Subject ACADEMIC BOARD


Contact Director

1. Members:

- Director, Dean, Program Chairs, Registrar (as Secretary), Faculty members nominated from each area by the Director and a Student Representative.

2. Roles and Responsibilities

- Responsible for all academic and examination matters of the institute.

3. Meeting Schedule: - As per the requirements with a Minimum of four times a year.

4. Records - The minutes of the meetings will be maintained by the Director.

5. Amendment History

Date Revision No. Summary of Change

Feb 20 2017 Office order 12 Role and Responsibilities were clearly defined.



1.5.2 Admissions Committee – Terms of Reference

Subject ADMISSIONS COMMITTEE

Effective

Date Ongoing

Contact CAO/Director

1. Membership

- Chief Administrative Officer (Chair)

- Head, Marketing & Admissions

- Registrar

2. Role/Responsibilities

- The committee’s main responsibility is to make recommendations for consider

applications meeting the entry requirements for admissions to the programs.

3. Meetings

- Meetings shall be held at least two times in a year.

4. Records

- The minutes of the meetings will be maintained by the Head, Marketing &

Admissions.





1.5.3 External Advisory Board – Terms of Reference

Subject EXTERNAL ADVISORY BOARD

Effective

Date Ongoing

Contact Director

1. Membership

- Eminent personalities from industry and educational institutions.

- Director

- Chief Administrative Officer

- Deans

- Program Chairpersons

2. Term

- Members shall be appointed for two years (renewable).


- To establish dialogue between the institution and professional community.

- To advice on curriculum development relevant to market needs.

- To propose new programs/courses related to the community needs.

- To consider internship and placement opportunities for students

4. Meetings

- The board shall meet every semester or at least once in a year.

5. Records

- The minutes of the meeting will be maintained by the Director/Chief

Administrative Officer.





1.5.4 Library Committee – Terms of Reference

Subject LIBRARY COMMITTEE

Effective

Date Ongoing

Contact Director

1. Members:

- Program Chair MBA, EMBA & Bachelors Chairperson –Faculty and Student Affairs, one faculty member each from four faculty groups such as general management (HR/Strategy/Communications), Finance (Economics & Finance), Marketing and Operations.

2. Role and Responsibilities:

- Ensures smooth functioning of library, timely availability of textbooks and other issues related to library. The convener of the meeting shall be a faculty member from any of the four faculty groups. The convener is selected on a rotational basis.

3. Meeting Schedule:

- The committee shall meet four times in an academic year

4. Records - All the minutes will be maintained by the Librarian.





1.5.5 Management Committee – Terms of Reference

Subject MANAGEMENT COMMITTEE

Effective

Date Ongoing

Contact Director

1. Membership

The Management Committee will consist of the following members:

- Chairman of the Board

- Vice President of the Board

- Director

- Chief Administrative Officer

2. Term

- Ongoing


- The Management Committee overseas the day to day running of the Institute.

- It provides for communication and consultation regarding policies and

procedures and operations matters.

4. Meetings

- As and when required

5. Records

- Management Committee records will be maintained by the Director





1.5.6 Program Review Committee – Terms of Reference

Subject PROGRAM REVIEW COMMITTEE

Effective

Date Ongoing

Contact Director

1. Membership

The Committee will consist of the following members:

- Deans/Program Chairpersons

- Representative from External Advisory Committee

- Two Faculty Members


- To evaluate new program proposals with regards to quality and viability.

- To review the existing program curriculum and offer recommendations for

improvements.

3. Meetings

- Meetings shall be held at the end of every academic year.

4. Records

- The minutes of the meetings will be maintained by the Dean, Undergraduate

Programs/Graduate Program Chairpersons.





1.5.7 Scholarship Committee – Terms of Reference

Subject SCHOLARSHIP COMMITTEE

Effective

Date Ongoing

Contact Director/ Dean

1. Membership

- Director,

- Deans

- Program Chairperson(s)

- Head, Marketing & Admissions

- Registrar


- The role of the committee is to review the scholarship applications for eligibility

and award the scholarships based on the approved policies.

3. Meetings

- The committee will meet prior to the start of the academic year to decide on

entry level scholarship and at the end of every semester to review the existing

scholarship holders’ performances for continuing the scholarship.

4. Records

- All the minutes will be maintained by the Registrar.





1.5.8 Student Disciplinary Committee – Terms of Reference

Subject STUDENT DISCIPLINARY COMMITTEE

Effective

Date Ongoing

Contact Director

1. Membership

- Chair, a senior full-time faculty member, appointed by the Director

- One faculty member

- Program Chairperson

- Student Services Officer (for non-academic misconduct)

2. Term

- Members shall be appointed for one year (renewable).

3. Role/Process

a) Non-Academic Misconduct

The Office of Student Services is responsible for student discipline

pertaining to non-academic conduct.

When a student engages in conduct that is inappropriate as per the

Code of Conduct / Residence living manual, Office of Student Services

will nominate a Disciplinary Committee. The committee will be comprised

of three persons. They will look into the matter and hear the concerned

parties. They will then make a recommendation to the Director who will

then impose appropriate sanctions based on the recommendations.

Any non-academic violation may have the following disciplinary consequences:

Warning: verbal or written warning to the concerned student

Suspension: for a period of time

Dismissal: from the Institute

Payment of Damage: Fines and other penalties may be imposed in

case a student commits breach of Institute rules resulting in any loss /

damage to Institute property; misuses Library / computing /

communications facilities

If the concerned student is not satisfied with the decision, he/she can

lodge an appeal with the director.

The decision of the Director is final and no further appeals can be

made.



b) Academic Misconduct

All cases of Academic misconduct will be reported immediately to the Chair

of the Student Disciplinary Committee.

The Chair of the Student Disciplinary Committee may refer the case to a

specially constituted Academic Standing Committee who will hear the

student within a week of the incident.

The committee shall analyze and evaluate the seriousness of academic

offence and misconduct while giving a chance to the concerned student to

represent his arguments. During the presentation of argument by the

student/s and the concerned faculty member who has charged the

student/s with the academic misconduct, only the presentation party and

members of committee shall be present. Based upon the circumstantial

evidence, arguments of faculty and students and discretion of the

committee, they will recommend a level of punishment to the Chair of the

Student Disciplinary Committee.

Any violation of the Institute’s academic rules, regulations and / or directives

may result in following disciplinary measures.

1. Verbal or written warning

2. Repeating the Semester or the course

3. Suspension for a period of time

4. Dismissal from the Institute

If the student does not agree with the Student Disciplinary Committee’s

decision, an appeal may be made for review to the Director. The Director is the

final authority for the revision of decision or any modification therein.

4. Meetings

- Meetings will be held as and when required.

5. Records

- All the minutes will be maintained by the Chair of the Student Disciplinary

Committee.







1.5.9 Undergraduate Syllabus Review Committee- Terms of Reference

Subject UNDERGRADUATE SYLLABUS REVIEW COMMITTEE

Effective

Date January 2015

Contact Dean

1. Membership

The committee will consist of the following members:

- Dean, (Chairman)

- Four internal faculty members to be nominated by the Director

- Three external faculty members

- Two industry representatives

2. Functions of the Committee

This committee shall perform the following functions:

a. Bi-Annual review of the courses offered in the program.

b. Review the suggestions of the portfolio review committee and feedbacks of

various surveys conducted by IMT-Dubai

c. Benchmark program with the leading programs offered in the region.

d. Obtain feedbacks from the industry.

e. Suggest changes required in program and/or courses for improvements.

After reviewing, the committee shall submit its report to the Director. The

Director in turn shall submit such recommendations for approval of the Board of

Directors. If approved by the Board of Directors, QAIE shall initiate the process

to intimate the changes to the Commission of Academic Accreditation for

approval. Once approved by the CAA, changes shall be included in the

curriculum from the next academic year.

The Committee shall take into account the views of Industry Advisory Groups

formed as a part of Community Engagement (see Section 12).

3. Meetings

This committee shall meet twice every year after the end of every semester to

review the progress of the program and courses. Tentative month of meeting

shall be February and July.

4. Records

The minutes of the meetings will be maintained by the Dean, Undergraduate

Programs/Program Chairperson.







1.5.10 Graduate Level Program Syllabus Review Committee - Terms of

Reference

Subject GRADUATE LEVEL SYLLABUS REVIEW COMMITTEE

Version 1.0

Effective Date September 2016

Contact Director

1. Members:

The committee will consist of the following members:

- Dean

- Program Chairperson

- Two internal faculty members to be nominated by the Director

- Two external faculty members

- Two industry representatives

2. Functions:

This committee shall perform the following functions:

- The frequency of the program Review shall be once in two years.

- Review the suggestions of the portfolio review committee and feedbacks of various

surveys conducted by IMT-Dubai.

- Benchmark programs with the leading institutes and universities.

- Seek feedback from the industry and experts.

- Take into account the views of Industry Advisory Groups formed as a part of

Community Engagement

- Recommend relevant changes in program and/or courses for improvement.

The Committee shall submit its report to the Director. The Director shall finalize the

required changes in consultation with the faculty council. All syllabus changes are

subject to the approval of the Board of Directors. Once approved by the Board of

Directors, the QAIE shall initiate the process to submit the changes to the CAA for

approval. Changes shall be included in the curriculum from the next academic year

after obtaining approval from the CAA.

3. Records:

The minutes of the meetings will be maintained by the Chairperson MS Program.”


Date Revision No Summary of change



1.5.11 Program Committee - Terms of Reference

Subject PROGRAM COMMITTEE


Contact Program Chairperson

1. Membership

- Program Chairperson (Chair)

- Two faculty members

- One representative from QAIE Office


- Review class schedule before the commencement of each semester,

- Mid-semester review of courses,

- Review progress at the end of semester.

- Feedback of this committee is used to improve program delivery.

3. Meetings

- Meetings shall be held at least three times in a semester.

4. Records

- The minutes of the meetings will be maintained by the Program Chairperson and

QAIE Office.





1.5.12 Student Committees

Committees, Clubs, and Student Organisations

IMT Dubai offers many diverse ways for students to not only participate in activities and

events but to shape student life and experience. We encourage all students to join and

actively participate in at least one committee, club, or student organisation. These

opportunities not only assure on-going fun, recreation, and stimulation, but provide

enriching learning experiences that can bolster a CV and increase the chances of getting a

good job. They develop and demonstrate team, communication, creative, project

management, and leadership skills, for example, and build invaluable networks and

relationships with industry and the community. Below are some of our current

opportunities.

1. Campus Engagement Coordination Committee. This committee is comprised of

representatives from all stakeholder groups / student batches (cohorts), and led by Dean,

Academic, Chair, Student Life, or other senior faculty or staff member initially, then on

rotational basis. Representatives may be members of other committees and groups, but

only the most outgoing and active students will be selected. The main purposes of the

committee are to ensure (1) harmony across an ample, vibrant, and continuous range of

campus events and activities and that there is the least possible conflict in sequencing and

timing amongst the multiple events and activities that arise in the course of an academic

year, and (2) maximum involvement and engagement of all members of the IMT Dubai

community and its respective stakeholder groups.

2. Academic Committee. Comprised of class representatives of each program / class,

this committee is chaired by the Dean, Academic, and responsible for academic conduct

and discipline of students, including but not confined to ensuring timely beginning of class,

monitoring attendance, cases of indiscipline, re-scheduling of classes, and identifying time

slots for guest lectures. One faculty member is assigned as coach / mentor, and points of

contact are the program chairpersons and Academic Program Office. (Also see IMT

Student Council, last item.)

3. Career Services Centre Committee. This committee focuses on three major, closely-

related aspects or functions of career services: short-term projects (STPs), internships,

and placement. STPs and internships are for students while they study, and placement for

those preparing to graduate and enter the full-time working world. Members of the

committee are a mix of postgraduates [DCP, MBA (and, in future, MIM)], and

undergraduates (BSBA (soon BBA)].

The committee works to ensure appropriate positions for students and graduates, healthy

relationships with industry and the community, a student body well-prepared to compete

for and perform well in their prospective positions, and contact is maintained with students



and their supervisors while on STPs and internships, and there exists sufficient follow-up

with graduates once placed.

Mentorship is provided by standing member of Career Services along with a faculty

representative. Committee member responsibilities include: (a) identifying potential

suitable organisations where our students might find job and project opportunities and

gathering and compiling information regarding these on a continuous basis; (b) exploring

final placement opportunities for the students of MBA and DCP students and improve

overall industry-connect of the programs; (c) working intensely with students to help them

best prepare for interviews and the selection process, their learning experiences while on

STP or internship, and their successful employment once placed; (d) working diligently to

ensure best relationships are maintained with industry and community and to obtain

synergies across the internship, STP, and placement programs.

4. Alumni Committee. This committee (a) creates and updates a database of all the IMT

alumni, (b) invites IMT alumni to campus for guest lectures/talks, (c) organises and

participates in alumni evenings / meets, (d) initiates short-term projects / internships and

passes them over to internship or project coordinators, (e) improves alumni connect, and

(f) works to ensure alumni are involved in the wide range of campus engagement

activities. Committee members work closely with other Career Services staff to ensure

synergy across the engagement activities.

5. Innovation and Entrepreneurship Committee. As entrepreneurship and innovation

are key objectives of a modern and global academic institution and must feature in what

and how we teach, this committee promotes awareness of the need and possibilities for

innovation and entrepreneurship. In so doing, committee members build and demonstrate

their own I&E skills, knowledge, and disposition, whilst working to make IMT’s academic

curriculum and co-curricular activities and experiences more innovative, practical, and

attuned to commercial interests. Members will be inventive and passionate about

converting ideas into reality. They will create opportunities and build relationships that

enable the student body to extend their networks and access venues where their

innovative business and sustainability ideas can be brought closer to fruition.

6. Sponsorship Committee. This key committee takes the lead in identifying,

approaching, cultivating relationships, and following-through with sponsors and potential

sponsors. Members ensure a sufficient number of motivated students are available and

equipped to seek sponsorship, monitor the process, and communicate with senior

management relevant issues and requirements. Members of the Sponsorship Committee

are likely members of other committees, groups, and organisations, and they receive

tailored training and mentoring in sponsorship activity.

7. Media and Public Relations Committee. This committee is involved in and shows

leadership for: (a) designing promotional material for Student Life programs, events, and

activities; and, as directed, (b) developing and managing social and digital media presence



of IMT programs across different social-media and digital platforms; (c) coordinating with

other committees to actively gather information about activities / achievements of IMT

Dubai; (d) improving the media presence and impact of programs; (e) demonstrating

strong presence at all engagement events and exploiting the “brand” and “buzz” potential

inherent in such events.

8. Social and Cultural Committee. The Social and Cultural Committee (a) plans and

organises cultural events on campus, including inter-institutional events and activities; (b)

improves participation in inter-college cultural festivals; and (c) works / coordinates with

other committees, clubs, and student organisations to ensure maximum publicity and

participation.

9. Corporate Relations Committee. The Corporate Relations Committee contacts

industry experts and representatives, and working with the Campus Engagement

Coordination Committee (and other committees, clubs, and student organisations, as

appropriate, e.g., Academic Committee and Alumni Committee), invites them for guests

talks. It also works to promote consultancies, training, and other opportunities for and to

industry and the community. Additionally, the committee works to champion and enhance

the IMT brand regionally and beyond.

10. Economy Forum. The Economy Forum of the institute (a) identifies major economic

blocks of the world, (b) continuously monitors and studies these economic blocks, (c)

collects, compiles, and shares information about these blocks; (d) creates platforms where

all the students get the opportunity to public express/discuss their views on economic

affairs. A Professor of Economics serves as mentor and advisor.

11. Marketing Club. This club promotes marketing as a discipline and career,

periodically compiles latest developments in the field of marketing and shares it with all

concerned in the form of internal communication. It also organises inter- and intra-college

marketing activities / games / events. The committee may also provide inputs to the

institute about marketing of its programs to the target audience. As one specific objective,

the club will organise a Marketing Conclave with the help of other committees by inviting

by senior practitioners from industry. A marketing professor serves as mentor and

advisor.

12. HR Club. This club includes students who wish to opt for HR as their major or minor

specialisation. It collects and compiles latest developments in the field of HR and shares it

with students and faculty members. As example, the club might organise an HR round-

table by inviting senior HR professionals from industry. As needed, the institute may also

involve the committee in designing / implementing some HR activities of the institute. A

senior faculty member in the Human Resource Management area serves as mentor and

advisor.



13. Operations Club. Comprised of students who intend to specialise in Operations

Management, this club updates interested parties periodically about latest developments

in the field of operations management. It organises, for example, an operations conclave

by inviting stalwarts of the industry. If needed, they may also be involved in management

and maintenance of institute infrastructure. A senior faculty member in the operations and

logistics area serves as mentor and advisor.

14. Sports and Recreation Committee. The Sports and Recreation Committee shows

leadership in (a) organising various sports activities at IMT campus; (b) coordinating and

promoting participation of students in inter-college sports festivals; (c) planning and

organising financially self-sustainable inter-college sports festival on IMT campus; (d)

ensuring facilities and equipment are safe, clean, and in good, usable condition, reporting

deficiencies immediately to Chair, Student Life or delegate.

15. Public Speaking and Debate Club. This club organises a series of internal activities

and events to hone the communication skills of the students. It organises inter- and intra-

college events based around public speaking and / or debate, and promotes participation

in such activities offered elsewhere. A focus might be creating or supporting a local

chapter of Toastmasters. This club may organise Model United Nations events for the

Institute (see below). One of the communications faculty serves as mentor and advisor.

16. Mess Committee. Amongst the duties and activities of the Mess Committee at IMT

are: (a) preparing weekly mess menu in consultation with all the students and the local

management of the mess; (b) Monitoring quality of food / services in the mess and brings

deficiencies to the notice of mess management and to the Campus Engagement

Coordination Committee; surveying and reporting status; (c) suggesting ways to

continuously improve the variety and quality of food/services; (d) promoting nutritional

awareness and food appreciation, at times in concert with appropriate other committees

and clubs. Mentor for the Mess Committee is IMT’s very own Student Counsellor, Ms.

Nicole D’Souza.

17. Business School Competitions Committee. The committee actively looks for

business competitions for students, solicits student participation in such competitions, and

organises financially self-sustained business competitions on IMT campus. Members

work closely with other committees, clubs, and student organisations to ensure sufficient

publicity and participation. One expected activity is the Siemens Pearl Initiative Integrity

Programme GCC-wide case study competition, ‘Implementing Integrity Practices in GCC

Private and Public Businesses’, later this year.

18. Chess Club. Serving as chess ambassadors, members of the Chess Club organise

chess gatherings and competitions on campus for IMT students, faculty, staff, and alumni,

for other institutions in DIAC and the Dubai Region, and seek out other clubs and venues

for play and competition. They foster interest in chess, teach new players, and ensure



chess boards and pieces are complete, in good condition, and available. Members of the

club also seek and arrange venues for play in and around campus.

19. Information Communication and Technology Club. This club promotes interest in

IT business applications and works to connect students and others in the area who share

similar interests and goals. The club strives to organise ICT-related events and activities

on and off campus. Members work with faculty teaching ICT courses to ensure the

curriculum is current, relevant, interesting, comprehensive, and marketed sufficiently to

attract the best students.

20. Photography and Visual Imagery Club. Members of this club are interested in

developing and demonstrating their skills, knowledge, and passion. They foster

appreciation and technique development, sponsor exhibitions and competitions, get

involved in all kinds of campus and community affairs where imagery is obtainable and

showable.

21. Arts Committee. Under the Director’s guidance, IMT Dubai is promoting

development of the arts and aesthetic appreciation. One initiative involves showcasing

regional artists (paintings, sculptures, and other genres and media. The Arts Committee is

chiefly involved in identifying and selecting artists, setting venue and arranging art

displays, managing publicity, and organising vernissages. While many clubs and

committees engage with the community, the Arts Committee plays a key role in community

engagement, dealing with artists, various arts organisations, and the regional populace—

more on campus, more draw for members of the surrounding community.

22. Adventure Club. Here, what matters most is getting as many people out and about

together as possible. Doing interesting and different things—cycling, hiking, exploring,

swimming and snorkeling, rollerblading, skydiving, desert safari; anything really, and not

necessarily physically extreme, but always fun and exciting. Club members organise,

publicise, coordinate with providers and other clubs and schools, and, especially, promote

adventure by example.

23. Dance Club. Members of the club promote dance in all forms possible, from

traditional and classical to hip hop. They plan, organise, and host competitions,

exhibitions, seminars and training, and bring in special guests performers and teachers.

Members of the club work closely with other committees, such as Sports and Recreation

and Social and Cultural Committee to ensure best participation and publicity. They

support and encourage campus dancers to prepare for and participate in inter-institutional

competitions and cultural events.

24. Campus Life News (name needed). This student organisation organises and

maintains one or more channels for showcasing campus life and student engagement

activities, and might include student achievements and creative endeavours (writing,



photography, drama, music performance). Appropriate mode might be a newsletter and /

or suitable social media platforms. There may be overlap or chances to work with the

Media and Public Relations Committee.

25. Charity Committee. It is the responsibility of the Charity Committee to, firstly, identify

one or more charities (or possibly charitable endeavours / target groups, if unserved) with

which IMT Dubai wants to be affiliated (based on suitable criteria needing to be

articulated); and, secondly, to foster a partnership arrangement with the selected charity or

charities. Once established, the Committee will develop an on-going series of events and

activities through which IMT Dubai can show its commitment and altruistic spirit. This

could range from fund drives and fairs (or other activities) from which all profits go to the

charity or charities through to creative and novels ways of interacting with the

organisations (reading to the elderly, playing with sick children, food drives for the hungry).

(This could also be Community Service Committee, depending on students’ interests and

motives. See next.)

26. Community Service Committee. This committee develops and commits to service

in the Dubai area / region. One suggested activity is an “adopt a labour camp” initiative,

while another might be called “pristine desert”. A focus for one or more events might be a

recycling campaign, there is huge waste and inattention to recycling in the region. In any

event, many possibilities exist, anything where volunteerism and service to campus and

surrounding community are prime objectives. Partnership with other DIAC institutions

might be a key strategy (Dubai International Academic City, of which IMT Dubai is

resident).

27. Sustainability and Environment Committee. This committee promotes

sustainability and awareness of the importance of the environment and environmental

protection on campus and in the larger community. It develops opportunities for students,

faculty, and staff to get involved in regional events and with related organisations. The

committee and its initiatives link to IMT Dubai’s membership in the UN Global Compact

and PRME (Principles for Responsible Management Education). A hoped-for major

deliverable from this committee is Sustainability Day (or Ecological Day or Environment

Day)—an annual event hosted by IMT Dubai to rally people around key issues and

facilitate efforts to organise and accomplish in making a difference). This could comprise

or be in addition to enlisting sponsors and guests from a range of industry groups,

providing lectures and seminars, and sponsoring tours to endangered areas and / or

success sites.

28. CSR and Citizenship Committee. This is a committee whose major objective is to

promote awareness of and commitment to principles, values, and goals of Corporate

Social Responsibility and Citizenship—what it means to be a good citizen locally and

globally, individually and corporately. It is about ethics and doing the right thing. It is

about giving back and working to create and sustain healthy and vibrant workplaces and



communities. IMT Dubai membership in the UN Global Compact provides a starting point,

and there are many ways in which members of this committee can show leadership. One

example might be sponsoring a children’s playground on or near campus grounds (or

suitable and needed area of profile); research leading to design that builds competencies

could be the academic angle. Another example might be providing free instruction to

designated community sectors, such as laborers or domestics. Research identifying

legitimate areas of need and developing strategies for interceding are tasks suited to an

educational and research institution. It is likely that the CSR&C Committee works closely

with the SEC and the CSC.

29. UN Global Compact Coordinating Committee. This is a committee whose major

objective is to promote and coordinate IMT Dubai’s participation in and fulfilment to the

Global Compact, including reporting. This is a major, extremely important, and very new

initiative requiring serious commitment and lots of work, but offering huge benefits to

members in terms of exposure, networking, skills-building, and professional development.

30. Cycling Club. This club promotes cycling as a means to health, fitness, recreation,

fun, and community-building. It maintains institution bicycles and fosters safety

consciousness, and arranges inter-institutional and community events and participation.

Club members seek to develop relationships with other clubs, merchandisers, and

manufacturers in order to build community, obtain discounts on equipment, and gain

sponsorships.

31. Drama and Theatre Club. This Club is for individuals who enjoy or want to develop

confidence and competence in drama and theatre, especially acting and expression.

Members will plan, organise, and deliver at least one major production in the year, as well

as supporting lesser performances and events such as Vaudeville. Members are likely to

participate in or support other IMT students in preparing for interinstitutional events. An

additional objective might be to coordinate with similar groups in other institutions to

arrange a regional event.

32. Book and Reading Club. This is a club for avid readers and reading enthusiasts.

The club would sponsor book reviews, arrange authors for readings and book signings, set

up trips to libraries, and tours of the city’s best bookstores. Club members would identify

similar groups in the region and attempt to unite in common interests and objectives.

Promoting reading and the value of books to others in the community would be a

particularly noteworthy aspiration.

33. Swimming Club. This is a club for swimmers and water-sports and recreation

enthusiasts. The job is to promote health, fitness, and fun through swimming and water

safety. Many activities and events are possible, but the prime objective initially is to find

accessible and affordable pools and swimming venues and develop interests amongst

students, faculty, and staff.



There could be other clubs and teams, as per student interest (local emersion; gaming;

motorheads; cricket; tennis; and so on) and depending on one or more individuals

stepping-up to take an active leadership role.

There are also several major annual events for which organisers are required. These will

require their own dedicated student staff, and, thus, four more committees are:

a. Vaudeville—the annual variety show hosted by IMT (January-February)

b. TedX—a major corporate affair showcasing IMT and what it can do (February-

March)

c. Community Day. A once-a-year event inviting community and industry to

campus for a day of fun, frivolity, and friendship. Corporate sponsors could be

used to highlight relationships and defray expenses (January-March)

d. Business proposal competition (open to IMT Dubai and Indian affiliates,

and perhaps to other local institutions), individual and team categories.

Students develop and propose business ideas [that they could try out in Dubai

or back home]. The winner or winning team, having gone through rigorous

judging, which might include alumni and local industry partners, is awarded

10,000 Dirhams seed money and / or support in kind to help them get their

business up and running (September-December)

Students committing to any one of these major events can expect six months of planning

and organising in the lead-up, plus active and visible participation during the respective

event. They will have to work with a range of other committees and clubs such as

Sponsorship, Corporate Relations, Media and Public Relations, Alumni, and others. Dual

or cross-membership might be useful.

The major student organisation anticipated (non-committee or club) is the IMT Student

Council. The Student Council will represent the student body as advocate, as well as

serve as communication hub, and work with the Director and Dean, and the Academic

Committee. Details on selection, structure, and operating procedures to be determined.



1.5.13 Examination Committee

1. Members: - Director, Program Chairs, and Chairperson- Student and Faculty Affairs

2. Roles and Responsibilities:

- Responsible for reviewing and approving grades submitted by faculty for all courses across all programs.


- The committee shall meet after every examination

1.5.14 Purchase Committee

1. Members: - Dean as chairman, Abdur Rahman as Convener, Vivek Anand as facility,

Accounts Department Representative and Head of respective department initiating the purchase proposal.


- Studies various quotations, makes negotiations and arrive at the best purchase price and recommend to Director for approval. Responsible for Vendor Development.


- Meetings are convened by the Chairperson, Students and Faculty Affairs. He will be responsible for collating the various purchase requirements of the Institute periodically before convening a meeting

1.5.15 Disciplinary Committee

1. Members: - Chair Students life, Two Faculty Members, Hostel Warden (Male), Hostel

Warden (Female) and two resident students selected each from programs.


- Deals with issues of student indiscipline.


- The committee shall meet when written complaints regarding indiscipline are received.



1.5.16 Community Engagement Committee

Community Engagement Committee of IMT Dubai Plans various activities under

the preview of Institutes engagement with different stakeholders. It prepares

quarter-wise action plan that include activities that involve governmental and non-

governmental bodies, professional bodies, other universities, schools and industry.

It main role is to plan community engagement activities through variety of modes

such as organizing conferences and seminars in collaboration with governmental

bodies and professional bodies, intercollegiate cultural competition, alumni events,

MDPs, training programs, and guest lectures by prominent industry leaders, taking

the students for industrial visits, participation in school career fairs and participating

in social responsibility events such as blood donation camps, celebrating Earth

Day, etc.

1. Members

Chairperson Students Affairs

Chairperson Alumni relations

Faculty nominee

Students Services Officer

Program Office nominee

A Member from Career services

A member from Administration

2. Objectives:

This committee is responsible for preparing a community engagement plan

in sync with the mission of the institute.

Develop an activity calendar for the academic year.

Integrate the planned activities with the academic calendar of the institute.

3. Meetings:

This committee meets every quarter (January, April, August, and

December) to review the activities planned.

1.5.17 School Management Committee (SMC)

Role and Responsibilities:

The SMC’s primary responsibility is to discuss all the matters related to the

managerial and operational activities of IMT Dubai. Its role is to analyse any

decision pertaining to the activities of the institute, to discuss their implementation

and to the review their effectiveness. It prepares recommendations which can be



presented to the Board. The SMC also plays an integrative and coordination role

by virtue of representation of all the departments of the school through their

respective heads.

Members:

- Director

- Dean, Academic, representing the faculty

- Head of Finance services

- Head of HR services

- Head of IT services

- Head of Facilities

Meetings:

Every fortnight or more often if necessary

1.5.18 Faculty Selection Committee

Faculty Selection Committee is an ad hoc committee formed specifically at the time

of selection of new faculty. Faculty Selection Committee will consist of faculty

members with expertise in the subject matter area or related areas.

Role & Responsibilities:

Review the CVs of faculty applicants

Give feedback on the CVs

1.5.19 Faculty Recruitment Committee

Faculty Recruitment Committee is an ad hoc committee formed specifically at the

time of recruitment of new faculty. Faculty Recruitment Committee consists of

faculty members with expertise in the subject matter area or related areas.

Role & Responsibilities:

Participate in the interview process

Attend faculty presentations

Give feedback on the faculty applicants



1.6. Organizational Chart & Reporting Protocols

1.6.1 Organizational Chart



1.6.2 Reporting Protocols

Reporting protocol of various functionaries shall be as follows.

Sr. No. Office/Committee/Head Reporting to

1 Director Board of Directors

2 Academic Dean Director

3 CAO Director

4 QAIE (Quality Assurance and

Institutional Effectiveness) Director

5 Associate Dean Academic Dean

7 Faculty Academic Dean

8 MBA & BSBA Chairperson Academic Dean

9 EMBA Chairperson Academic Dean

10 MS Programs Chairperson Academic Dean

11 Chairperson Undergraduate

Programs Academic Dean

12 Program office Academic Dean

13 Registrar Academic Dean

14 Office of Admissions Director

15 Library Academic Dean

16 Office of Internships & Projects Academic Dean

13 HR Manager CAO/ Director

18 Accounts Executive CAO/ Director

19 Facilities Manager CAO/ Director

20 System Administrator CAO/ Director

21 Students Affairs Officer CAO/ Director

22 Career Services Officer CAO/ Director



SECTION 2: QUALITY ASSURANCE

Policy in-charge Director

Responsible for

Implementation Office of Institutional Effectiveness

Contacts QA & IE Officer

2.1 Institutional Effectiveness Policy

IMT-Dubai is firmly committed to constantly assessing itself in order to ensure

continuous improvement. Therefore, it is our responsibility to be constantly

introspective and carefully monitor each unit to ensure delivery of the highest quality.

IMT-Dubai follows an institutional Effectiveness plan that encompasses the entire

institute. All departments follow an annual assessment and evaluation in order to

constantly initiate improvement. The annual plan with its instruments is laid out in the

Institutional Manual, which is published annually with an updated calendar. An annual

manual is distributed each year that outlines what will be done and includes the

instruments used for assessment for the various departments.

2.1.1 Academic Program

The Academic Program is assessed annually to ascertain if the stated outcomes are

achieved in the courses. The program is reviewed to ensure it is meeting the stated

objectives and outcomes.

Quality assessments are conducted at IMT-Dubai through a variety of modes,

including both direct and indirect measurements.

Direct Measurements:

a) Tests and Examinations:

Academic departments have traditionally used tests to measure whether

students have gained certain process and content-related knowledge. IMT-Dubai

also uses a combination of tests and examinations in addition to other

assessment methods to see whether students have achieved the intended

learning outcomes.

b) Course Portfolio Evaluation:

The course portfolio is a compilation of documents prepared by Faculty at the

end of the semester which comprises the following documents:



1. Course syllabus;

2. Course review report;

3. Copies of all teaching materials;

4. Copies of all assessments (such as Quizzes, Assignments, Projects, Case

Analyses etc.,) with answer keys, marking schemes, and samples of

students’ submissions along with feedback (best, average & poor

performance);

5. Mid-term exam paper with answer keys, marking schemes, and samples of


performance);

6. Final exam paper with answer keys, marking schemes, and samples of


performance);

7. Grade Sheet (with graphical presentation);

8. Attendance Sheet;

9. Course Feedback obtained from students; and

10. Portfolio review report.

The course outlines have been developed by faculty at IMT-Dubai and the

course portfolio is reviewed by the Review Committee. The New Course Review

Report is a tool which assists the Dean in preparing a comprehensive Program

Assessment form which has the details of the performance of the students and

how the learning outcomes have been achieved.

c) Capstone Course Evaluation:

Capstone courses integrate knowledge, ideas, and skills associated with an

entire sequence of study in a program. This method of assessment is distinctive

because the courses themselves become the instruments for assessing student

learning. Faculty evaluation of students' work in these courses is a means of

assessing student outcomes. For the Executive MBA Program at IMT-Dubai, the

Strategic Management and International Business Strategy courses are

considered as the capstone course for the Program.

d) Internship Evaluation by Faculty:

The internship report is submitted by the student and the presentation takes

place with a panel of faculty members. The rubrics for evaluation have been

developed by Faculty to encompass all the Program Learning Outcomes.

e) Comprehensive Test/Program Objectives Test:

A comprehensive test of about 60 questions from the core courses is prepared

by the faculty members every year. This test covers all the PLOs and is

administered by QAIE office as an exit examination. The test is evaluated by

the faculty members and the scores are compiled by QAIE office in its report on



comprehensive test indicating the achievement level of each PLO. A committee

headed by the Dean of the program and other two senior professors reconcile

the PLO achieved through CLOs and comprehensive test. Reasons for any

differences are analyzed and corrective measures are suggested.

Comprehensive test can be substituted with simulation exercises

Indirect Measurements:

These assessments include surveys carried out by the administrative departments

such as QA-IE and Program Office and Internship evaluation by the company

supervisor. The indirect measures of student learning outcome used at IMT-Dubai

are:

a) Orientation Surveys:

This is a survey that is conducted within a week of the induction of new

students. This is used to assess the overall quality of the Orientation Program,

the Housing Rules, regarding feedback on the Social Activities conducted as a

part of the Orientation Program and all its other aspects.

b) Student Satisfaction Surveys:

This survey is used to evaluate the extent of students’ satisfaction with various

offices at IMT-Dubai namely Office of Admissions, Library, IT Office, Office of

Student Services, Accounts Department, Program Office, Office of Registrar,

Office of Internships and Projects, Office of Career Services and Facilities

Department.

c) Course Evaluation Surveys:

This survey is administered to the students at the end of each semester before

the commencement of each semester’s final exams. This survey assesses

three aspects of the course delivery – Methods of Course Delivery, Adequacy

of Material used for Course Delivery and the Skills of each Instructor. This

evaluation serves the purpose of assessing both the course and the learning

process. IMT-Dubai asks students to participate in the course evaluation so

that the Institute is aware of students’ perceptions and make improvements

accordingly.

d) Program Evaluation/Graduate Exit Survey:

A comprehensive Program Evaluation Survey/Graduate Exit has been

prepared recently and will be administered to students in the last semester of

the program. This survey will assess students’ levels of achievement of the

intended Learning Outcomes of the program.



e) Internship – Company Evaluation:

The internship is a key element of the learning process of IMT-Dubai and an

integral part of the program. Internship provides students with opportunity to

work for 8 weeks in organizations and to apply tools and skills learned during

the course of their study to real business situations. It is closely supervised and

monitored by the company’s supervisor. The internship reports and student’s

performance is assessed by the company’s supervisor. Appropriate rubrics

have been developed in-line with intended Program Learning Outcomes.

In addition to this, every year all departments carry out an annual summary

analysis i.e. called the Office Assessment Form. This analysis will let the

departments know exactly what they have achieved and enable them to set

their priorities for the upcoming year.

Apart from the above mentioned institutional effectiveness process, each

academic program undergoes a “full review after 5 years”.

2.1.2 Assessing Program Effectiveness

Data from Direct & Indirect measures will be used to assess the effectiveness of

the Program, every 5 years for the Under Graduate program and every 3 years for

the Post Graduate program.

Teams involved for every program:

Dean

Program Chairperson

Faculty teaching in the Program

External Advisory Board

Coordinated by the Office of QA & IE

a) Process of evaluation

Each of the selected measures is analyzed individually and results are

collated and cross checked for internal validity

All data of 3-5 years is examined and compared

QA reports are analyzed and subsequent outlines monitored for compliance

with recommendations.

Consultation with faculty members, student feedback and input from the

External Advisory Board are compared and evaluated.

Lecturers analysis of their subjects include the following:

- Subject overview

- Area of focus



- Learning outcomes and how they ensure that students are being

assessed on these outcomes

- Tracking of changes in texts, assignments, learning outcomes

- Identification of strengths and areas of improvement

- Plans for improvement.

Reviews include those of current core offerings as well as the introduction

of elective streams.

Results between these assessments are compared to ensure accuracy in

feedback process.

b) Identifying Strengths & Weaknesses

A thorough analysis of the Direct & Indirect measures will identify various

areas of strengths & areas of potential improvements in the Program. The

success of the Program is in ensuring that the respective learning

outcomes are met. Students are also made aware of the significance of the

learning outcomes.

Certain areas of improvement are also identified by this process of review.

Improvements and changes will be made in response to the identified

problems.

c) The list of changes which are recommended by the analysis will be sent to the

Academic Board for discussion & approval.

2.1.3 Administrative Units

Each IMT-Dubai Department does a self-evaluation of its performance based on

the actual versus expected performance of the department against its desired

goals, objectives and performance indicators. Annual departmental evaluation is

carried out on the following components:

Goals of the Department

Objectives and Key performance Indicators

Statistics of performance indicators for the Academic year

Support given for MBA / EMBA / BSBA programs

Areas of improvement

Overall comments

Further, external management auditor reviews performance. All assessment

reports shall be maintained by the Office of Institutional Effectiveness.





2.2 Planning Policy

a) Principles of planning policy

The Office of Institutional Effectiveness is responsible for the evaluation of

all collegial functions, data collection and analysis, and reports preparation.

The objective is to develop long term and strategic plans for the academic

and support areas of the Institute, to recommend goals and objectives of

various departments and to develop a time table within which these should

be achieved. Towards this objective, the heads of all functional

departments at IMT-Dubai will prepare annual plans.

b) System of Institutional Planning & Evaluation

The objectives of the system of Institutional Planning are:

To develop a mechanism that provides IMT-Dubai with a model of planning,

performance evaluation of all its operational units and academic / non-

academic services

To improve continuously on the basis of regular evaluations

c) Developing and reviewing a long term strategic plan

The Office of Institutional Effectiveness will generate various evaluation /

assessment / audit reports concerning all units of IMT-Dubai

Students, staff, faculty and community representatives will be involved in

the evaluation process

This plan will be reviewed annually

d) Developing and reviewing of annual plans

The heads of all functional departments at IMT-Dubai will prepare annual

plans, which will cover all academic and support programs, services and

activities.

The effectiveness of these plans will be continuously reviewed from time to

time

e) Periodic review & update of Policies & Procedures manual

All policies of IMT-Dubai will be periodically reviewed and updated.

Changes made in the Policies & Procedures manual will be properly

documented. The head of various departments are responsible for ensuring

that policies concerning their departments are periodically reviewed and

kept up-to-date.

Proposals for new policies of significant changes to existing policies will be

formalized only after an approval by the Board of Directors.



2.3 New Course and Program Development Policy

a) Principles

This policy provides guidelines for submitting proposals for changes in the

current program, new academic programs or new course offerings. Principles

that frame this policy include:

Academic programs should be aligned with the missions, objectives and

strategic plans of IMT-Dubai and with IMT-Dubai’s institutional goals and

strategic directions.

Academic programs should also be aligned with national qualification

framework (NQF), UAE

Proposals for academic programs should reflect common criteria: quality;

centrality; comparative advantage; need (including accreditation or

competitive requirements as well as the UAE labor market); efficiency and

effectiveness; potential for growth and leveraging of resources.

Decisions to offer, change, or drop academic programs or change the

curriculum require input from the Faculty, Deans and Director.

Approval for curriculum changes must be proposed by the respective

Dean and approved by the Director of IMT-Dubai.

Consideration and approval of academic program proposals must be

made first by the Director of IMT-Dubai, with final approval of the Board of

Directors.

Formal approval by the Commission for Academic Accreditation of the

Ministry of Higher Education and Scientific Research is required before

new and changed programs may be publicized or initiated.

b) Procedure for new course development or change in existing program

courses

A proposal for a new course or a change in existing courses of the current

program must be developed by the concerned faculty and submitted to the

Dean.

A new course proposal or change to the existing program course must

contain a complete syllabus.

The Dean will then submit his recommendation to the Director for final

approval.

c) Procedure for a new program initiation

The Dean will convene a committee to investigate and draft the proposal

for a new program. The Dean will chair the committee.

A needs assessment must be completed to show how the proposed

program supports the goals, objectives and strategies of IMT-Dubai, as well



as how the new program supports the needs of the region.

If a program is to be proposed, curriculum must be put together with

complete syllabi

All enrollment projections, staffing and budget requirements are to be

submitted with the proposal. This is to cover a projection up to five years.

The Dean, will submit the proposal to the Director for review and approval.

If approved by the Director, the new program proposal will be submitted to

the Board of Directors for final approval.

Upon securing Board of Directors approval, the new program must apply

for accreditation eligibility from the Commission of Academic Accreditation.

Only upon granting of accreditation-eligible status, may the program be

advertised and initiated.

2.4 Document Control Policy

2.4.1 Purpose

The purpose of this procedure is to ensure that policy documents are

reviewed and approved by authorized designate prior to release and that

all records are identified and maintained.

2.4.2 Scope & Coverage

This procedure applies to all policy and procedure documents used by IMT-

Dubai.

2.4.3 Process for New or Changes to Policies

QAIE office shall be responsible for the initial approval process of these

documents. The new policy or any changes in policy shall first be prepared

and approved by the respective Department which is responsible for

implementation of policy. The approved copy will be forwarded to the QAIE

office which will review and forward to the Director for final authorization.

Normally, all policy manuals will be amended only once a year (in the

academic / financial year).

2.4.4 Policy Control Template

The header of each Policy shall contain the following information

Policy in-charge

Responsible for

Implementation

Contacts



Any changes or additions made to the Policy document will be duly recorded in the

following “Amendment History” format.

AMENDMENT HISTORY

Name of the Manual

Date Revision No. Summary of Change Page No.

Signature Designation Date

Reviewed by

Approved by

Doc. Nu: IMT-EM Ver. No.: Date: Page 1 of X



SECTION 3: THE EDUCATIONAL PROGRAM


Responsible for

Implementation Dean-Academic / Program Chairpersons

Contacts Registrar

3.1 Undergraduate Completion Requirements Policy

To be eligible to receive degrees, graduating students must meet all academic and

residency requirements. They should complete at least 50%, of the required

credits, in residency. They must also clear all financial dues and should have no

disciplinary actions pending against them.

3.1.1. BSBA Program:

1. The required courses for BSBA program are spread across eight semesters. In

each semester there are 15 credits courses.

2. The sequence of the courses are as per the program structure. Pre-requisite

courses must be completed before taking any course. The details of pre-

requites of courses is mentioned in the program structure.

3. In order to complete the program, students must complete the following

a. Foundation including general education : 60 credits

b. Core courses: 30 credits

c. Elective Courses : 24 credits

d. Internships: 6 credits

4. The students must complete at least 50%, of the required credits, in residency.

50% of the credits can be transferred from similar accredited institutions in

UAE and Abroad.

5. For BSBA program students must complete 30 credits of concentration courses

in chosen area of specialization. For double major the student has to complete

a minimum of 15 credits each in both the concentrations.

6. To be eligible to receive BSBA degree, graduating students must get a

minimum CGPA of 2.0 on a 4.0 scale.

7. The minimum duration of enrollment for the completion of an undergraduate

program in four years. The maximum period of enrollment is six years. Any

further extension may require the approval from the Dean of the program.

8. The required minimum cumulative grade point average to maintain good

academic standing is 2.0 on a 4.0 scale.



3.1.2 B.Com in Accountancy Program:

1. The required courses for B.Com in Accountancy are spread across eight

semesters. In each semester there are 15 credit courses.





a. General education : 21 credits

b. Core courses: 48 credits

c. Accounting Compulsory course : 36 credits

d. Elective Courses : 9 credits

e. Internships: 6 credits

4. They should complete at least 50%, of the required credits, in residency. 50%

of the credits can be transferred from similar accredited institutions in UAE and

Abroad.

5. For B.Com program there is only one major.

6. To be eligible to receive B.Com in Accountancy degree, graduating students

must get a minimum CGPA of 2.0 on a 4.0 scale.

7. The minimum duration of enrollment for the completion of an undergraduate

program is four years. The maximum period of enrollment is six years. Any

further extension may require the approval from the Dean of the program.


academic standing is 2.0 on a 4.0 scale. However, students with higher CGPA

are conferred with Honor as below.

Grade Point

Average Honor Conferred

3.50 - 3.69 Graduate with honor (cum laude)

3.70 - 3.89 Graduate with high honor (magna cum laude)

3.90 - 4.00 Graduate with highest honor (summa cum laude)



3.2 Graduate Completion Requirements Policy

3.2.1 MBA Program (2 years):

1. The required courses for MBA program are spread across four semesters.

Total credits completed in four semesters is equal to 56 credits. Semester-wise

distribution of credits is mentioned in program structure.





a. Core courses : 36 credits

b. Elective Courses : 16 credits

c. Internships : 2 credits

d. Company Projects : 2 credits

4. The students must complete at least 50%, of the required credits, in residency.

50% of the credits can be transferred from similar accredited institutions in

UAE and Abroad.

5. For MBA program students must complete 16 credits of concentration courses

in chosen area of specialization. For dual specialization a student has to

complete 10 credit courses of major specialization and 6 credit courses of

minor specialization.

6. To be eligible to receive MBA degree, graduating students must get a minimum

CGPA of 3.0 on a 4.0 scale.

7. The minimum duration of enrollment for the completion of MBA program is two

years. The maximum period of enrollment is four years. Any further extension

may require the approval from the Dean of the program.


academic standing is 3.0 on a 4.0 scale

3.2.2 Executive MBA Program:

1. Executive MBA program (EMBA) is offered on module system. The required

courses for EMBA program are spread across five modules. Students are

required to complete 38 credits for this program in five modules. Module-wise

distribution of credits is mentioned in program structure.

2. The sequence of the courses are as per the program structure.


a. Foundations of Business : 9 credits

b. Core courses : 21 credits

c. Concentration : 8 credits



4. For EMBA program students must complete 8 credits of concentration courses

in chosen area of specialization. EMBA doesn’t provide double major.

5. To be eligible to receive EMBA degree, graduating students must get a


6. The minimum duration of enrollment for the completion of EMBA program is

one year. The maximum period of enrollment is two years. Any further

extension may require the approval from the Dean of the program.


academic standing is 3.0 on a 4.0 scale

3.2.3 MS in Supply Chain & Logistics Management Program:

1. MS in Supply Chain & Logistics Management (MS-SCLM) program is

structured on a module system. Students are required to complete 39 credits

for this program in four modules. Module-wise distribution of credits is

mentioned in program structure.

2. The sequence of the courses are as per the program structure.


a. Business Core : 15 credits

b. SC&LM Core courses : 15 credits

c. Electives : 3 credits

d. Dissertation : 6 credits

4. To be eligible to receive a MS degree, graduating students must get a


5. The minimum duration of enrollment for the completion of MS program is one

year. The maximum period of enrollment is two years. Any further extension

may require the approval from the Dean of the program.


academic standing is 3.0 on a 4.0 scale.

3.3 Independent Study Policy

IMT-Dubai expects class room teaching must be supplemented by self-study

outside the class hours. Students are required to study individually and in groups to

reinforce the class room learning. IMT-Dubai expects each credit hour of class

room teaching must be followed up with 30 hours of self-study. This enables

students to better absorption of the subject knowledge and intended learning

outcomes. Self-Study includes reading of recommended text books, related articles

form journals, carrying out assignment and project work, analyzing cases,

preparing for presentations and reflecting on the learning acquired. Details of



relevant books, journal, websites, cases, activities etc. are stated in the course

outlines.

3.4 Policy on Intensive modes of delivery

In exceptional circumstances where IMT-Dubai wishes to invite scholars from

abroad for a shorter duration of time to teach a course, intensive mode of delivery

can be used depending on the availability of such visiting scholars.

Some of the students who are willing to do summer courses IMT-Dubai also offers

few selected courses during the summer where the normal 3 credit course of 45

hours is delivered in 8 weeks instead of a normal semester of 15 weeks. During

this summer semester IMT-Dubai allows sufficient time for preparation, reflection,

analysis and achievement of learning outcomes for courses that are offered. This is

achieved by limiting the number of courses to maximum of 2 that can be taken by

any student.

3.5 Academic Progress Policy

3.5.1 Minimum cumulative grade point average for satisfactory progress:

a) Undergraduate Programs:

Students are considered to have a good academic standing when they

have minimum CGPA of 2.00 on a 4.00 scale at the end of each semester.

Students whose CGPA has fallen below 2.00 are placed on academic

probation in the following semester and they are required to take a lesser

credit load in that semester.

They must revert to good academic standing (i.e. CGPA 2.00 or more) by

the end of the probation period.

Students who do not revert to good academic standing within two

semesters are dismissed from the program.

Following conditions will normally lead to the dismissal from the Program:

Number of “F” grades is more than two.

CGPA is below 2.00 following at the end of the probation period.

Academic progress of the students is reviewed by their academic advisors at

the end of each semester and they are advised in the following area:

1. Overall GPA

2. Credits successfully completed

3. Failed courses that need to be repeated

4. Courses with Unsatisfactory performance



b) Graduate Programs:

Students are considered to have a good academic standing when they

have minimum CGPA of 3.00 at the end of each semester.

Students whose CGPA has fallen below 3.00 are placed on academic

probation in the following two semesters and they are required to take a

lesser credit load in these semesters.

They must revert to good academic standing (i.e. CGPA 3.00 or more) by

the end of the probation period.

Students who do not revert to good academic standing within two

semesters are dismissed from the program.

Following conditions will normally lead to the dismissal from the Program:

Number of “F” grades is more than two.

CGPA is below 3.00 following at the end of the probation period.

3.5.1 Criteria for add, drop, leave of absence, withdrawal and re-admission:

a) Course Load

Students with good academic standing will be allowed to register for the full

semester load in the Graduate program and up to 15 credits in under-

graduate program. Any student having a good CGPA and willing to take

additional course load has to get approval from the Program Chair Dean of

the Program for the same.

b) Course Drop

Students can add or drop a course only during the add/drop course

period. The University add/drop period is during the first two weeks of

the semester.

Course(s) can be added or dropped only with the permission of the

program Chairperson.

In case of Executive MBA program, a course can be dropped during the

first two sessions.

Students will be required to register and successfully pass the dropped

course(s) at the next available opportunity.

Students who drop courses might not be able to complete their program

in the specified duration.

c) Leave of Absence:

IMT-Dubai stipulates that attendance is mandatory in all programs.

Attendance is regularly monitored and students are accordingly advised.

The students are required to maintain a minimum attendance of 70% in



each course to continue. In case of shortfall in attendance the students will

be penalized as per institute policy.

Attendance Policy:

Each faculty maintains a record of attendance in his/her respective

course and updates the Program Office on a weekly basis so their

records are kept up-to-date..

As a rule Attendance is compulsory in all classes.

Leave is allowed only in extenuating circumstances subject to approval.

Leave must be approved by the program in-charge.

Students showing repeated absenteeism in course will be warned by

the concerned faculty member.

Following penalty will be imposed for absenteeism:

Attendance range (%) Penalty

80% and above No loss of grade

70 - 80% One grade loss

Below 70% Removal from the course & F grade awarded.

d) Repetition of Course

Following policy is applicable for repetition of course at IMT-Dubai

All failed courses have to be repeated compulsorily and a passing grade

obtained in order to revert to Satisfactory Academic performance.

A course can be repeated only once. If a student repeats the course

and is not able to clear it in the second attempt too, then he/she is

dismissed from the Program.

If the course is repeated then R grade will be mentioned on the

transcript, along with the grade which the student gets after repeating

the course, to show that the course has been repeated. However, the

new grade obtained after repeating the course will be considered for the

purpose of calculation of CGPA.

Students on Probation and/or students who have to retake a course due

to poor academic standing will bear corresponding additional tuition

fees and if applicable the residency charges for the period required to

complete the course.

Student has to fill up the “Repeat Course Form” and submit it to

Chairperson for approval. Once approved, the form has to be

forwarded to the Office of Registrar and Finance Department.

Students can retake a course only at the next available opportunity.

e) Withdrawal Policy

Any students can withdraw from the program at any point of time by

informing the Dean/ Program Chairperson. Dean/ Program Chairperson



may counsel the student and discuss with the parents for the reasons for

withdrawal. Once it is clear the following fee refund policy shall be

applicable.

f) Fee Refund Policy

Withdrawal before the commencement of the Program:

A fee of AED 4000 will be deducted from the Confirmation Fee. Any

costs incurred for Visa / books which has been paid by the student will

not be refunded.

Withdrawal within 1st Week of the commencement of the Program:

1. 30% of the 1st Semester Tuition and Residence Fee will be forfeited

2. Visa charges will be forfeited

3. Study Material Charges will be forfeited

4. Health Insurance Charges will be forfeited

5. Any additional cost incurred by the Institute will be charged

Withdrawal within 2nd Week of the commencement of the Program:






Withdrawal after 2nd Week of the commencement of the Program:

- After 2nd Week of the commencement of the Program, there will be

no refund and 100% Fee amount paid towards 1st Semester will be

forfeited.

Please note that the above Fee Refund policy is applicable irrespective of

whether the student attended classes or did not after the commencement of

the Program.

g) Disputes and Arbitration

The Institute’s decision on any and every subject will be final and binding

and disputes of any nature will be dealt with under U.A.E. jurisdiction.

h) Re-admission Policy:

Normally re-admission is not encouraged. However, due to some

exigencies if the student is unable to continue with the program, he/she

may apply to the Program Chairperson/ Dean for deferred admission.

Deferral from the program is approved by the Director for a maximum

period of one year.



3.6 Grading and Assessment Policy

i. All students are assessed in every course they take and comprehensively at

the end of the program. The type of the assessments are based on the learning

outcomes and objectives of the course. Assessments are clearly defined in the

course outline provided at the starting of the course which is approved by CAA.

The following are examples of the types of assessment a student can be

expected to have:

a. Assessment will be comprised of Final Examination and various other

components such as (but not limited to) Projects, Assignments, Written

reports, Quizzes, Classroom participation etc. At the beginning of each

course, students will be formally informed of the assessment methods to be

used for their evaluation and the relative weight of each method in their

overall grade.

b. Examination shall be conducted to evaluate the analytical ability of the

students rather than only testing their memory.

c. Student presentations, in case of internship, company project & Course on

Independent Study, will be a compulsory component of the evaluation.

d. The outcome of the assessment will be shared with the students for their

future improvement.

ii. Faculty members are instructed to follow the course outlines approved by CAA

strictly and ensure the learning outcomes are achieved during the course

delivery. The assessments must be in line with the learning outcomes of the

course. The outcomes of the assessments must be shared with the students

for their future improvement.



3.7 Examination Policy

IMT-Dubai believes in continuous evaluation and allows its faculty members to

design and assess the students as per the learning outcomes intended to achieve.

Final examination is mandatory for every course, weight assigned for final

examination is generally 30-40% of the total. The dates of final examination is as

per the academic calendar of the program. Final examination questions are

prepared by the faculty member and submitted to the program office in advance for

administration. External invigilators are used for invigilating the examination to

maintain strict administration of the examination. After the examination the

invigilators submit the answer paper to the program office. The faculty members

evaluate and submit the final results to the registrar office for publication of the

results as per the dates mentioned on the academic calendar. Following rules and

regulations are applicable for the students during examination.

Examination Rules and Regulations

If a student could not attempt the examination due to extenuating circumstances

then he/she can sit for a reexamination only after he provides relevant proof and

gets a written approval from the Academic Dean.

A student shall not be allowed to appear in the examination if he/she has any

outstanding financial obligations to IMT-Dubai.

All the students must bring their admit card for the examination.

The students should write their roll number immediately on receipt of the answer

sheets, continuation sheet, question paper, case studies or any other material

received by them during the examination, noncompliance to the rule would be

considered grounds for academic malpractice.

All kinds of conversation among students is strictly prohibited inside the exam hall.

Also any attempt to offer or receive help (exposing answer sheet, hand-signs etc.)

shall attract severe punishment. Under no circumstances mobile phones will be

allowed inside the examination hall.

Students are advised to ensure that the invigilating authority signs on all the

answer sheets / graph papers/ any other sheets used during the examination

including the sheet used for rough work (which has to be attached to the answer

sheet and submitted). The number of continuation sheets used by the student

should be clearly indicated on the front page of the main answer sheet. If any

unsigned/wrongly signed sheet is found later, the examination will be cancelled at

the responsibility of the student.

The students are not allowed to write anything (except their roll numbers) on the

question paper or case study. They should also not exchange the question paper.

If any student is found guilty of any kind of malpractice he will attract the action as



per institution rules.

All kinds of books or support material (handouts) etc. (excepting in Open Book

Exam) should be handed over to the invigilator before the start of examination. Any

material found outside the classroom will be taken as a serious offence and the

guilty will be punished.

Students are responsible for the safekeeping of their belongings and if any item

belonging to a student is found missing, during/after the examination, institute will

not be held responsible for the same.

During the period of examination a student will not be allowed to go out. In case of

emergency, permission needs to be taken from the faculty in charge of invigilation.

Cheating during examination is a serious offence; if a student is caught cheating,

then the student will be asked to leave the examination room immediately and all

incriminating evidence will be retained by the invigilator. If a student violates any of

the other rules or instructions (except cheating) during an examination, it will be so

noted by the invigilator and reported to the Dean who will take appropriate

measures as mentioned under the policy and procedure for Academic Misconduct.



3.8 Curricula Approval and Revision Policy

a) Principles

This policy provides guidelines for submitting proposals for changes in the

current program, new academic programs or new course offerings. Principles

that frame this policy include:

Academic programs should be aligned with the missions, objectives and

strategic plans of IMT-Dubai and with IMT-Dubai’s institutional goals and

strategic directions.

Academic programs should also be aligned with national qualification

framework (NQF), UAE

Proposals for academic programs should reflect common criteria: quality;

centrality; comparative advantage; need (including accreditation or

competitive requirements as well as the UAE labor market); efficiency and

effectiveness; potential for growth and leveraging of resources.

Decisions to offer, change, or drop academic programs or change the

curriculum require input from the Faculty, Deans and Director.

Approval for curriculum changes must be proposed by the respective Dean

and approved by the Director of IMT-Dubai.

Consideration and approval of academic program proposals must be made

first by the Director of IMT-Dubai, with final approval of the Board of

Directors

Formal approval by the Commission for Academic Accreditation of the

Ministry of Higher Education and Scientific Research is required before

new and changed programs may be publicized or initiated

b) Procedure for new course development or change in existing program

courses

1. A proposal for a new course or change in existing courses of the current

program must be prepared by the Program Review Committee.

2. A new course proposal or change to the existing program course submitted

to the Dean must contain inputs from faculty members, external experts

and QAIE Office.

3. The Dean will then submit his recommendation to the Director for final

approval.

c) Procedure for a new program initiation

1. The Dean will convene a committee to investigate and draft the proposal

for a new program. The Dean will chair the committee.

2. A needs assessment must be completed to show how the proposed



program supports the goals, objectives and strategies of IMT-Dubai, as well

as how the new program supports the needs of the region.

3. If a program is to be proposed, curriculum must be put together with

complete syllabi

4. All enrollment projections, staffing and budget requirements are to be

submitted with the proposal. This is to cover a projection up to five years.

5. The Dean, will submit the proposal to the Director for review and approval.

If approved by the Director, the new program proposal will be submitted to

the Board of Directors for final approval.

6. Upon securing Board of Directors approval, the new program must apply

for accreditation eligibility from the Commission of Academic Accreditation.

7. Only upon granting of accreditation-eligible status, may the program be

advertised and initiated.

3.9 Internship Policy

The programs at IMT-Dubai incorporate practical understanding of business

operations and the Institute provides opportunities to students to learn real life

business through internships. The opportunities are designed into the course

curriculum itself and are included in the modules of the program in form of In-

Company individual Assignments.

The In-Company internship at IMT-Dubai is a key element of the learning process

and as such an integral part of the program. The internship provides the students

with the opportunity to work for a period of 8 weeks in a company/organization in

Dubai or abroad and to apply the tools and skills learned during the course of their

studies into real business situations.

The internship assignment is conducted on an individual basis and monitored and

supervised by IMT-Dubai Faculty members together with a designated company

supervisor.

For further details please refer to The Internship Manual.



3.10 Course File Policy

The course portfolio is a compilation of documents prepared by Faculty at the end

of the semester which comprises the following documents:

1. Course syllabus;

2. Course review report;

3. Copies of all teaching materials;

4. Copies of all assessments (such as Quizzes, Assignments, Projects, Case

Analyses etc.,) with answer keys, marking schemes, and samples of students’

submissions along with feedback (best, average & poor performance);

5. Mid-term exam paper with answer keys, marking schemes, and samples of


performance);

6. Final exam paper with answer keys, marking schemes, and samples of


performance);

7. Grade Sheet (with graphical presentation);

8. Attendance Sheet;

9. Course Feedback obtained from students; and

10. Portfolio review report.

The role of the IE office is to collect and scrutinize the completeness of the course

portfolio. The complete course portfolios are then handed over to the Course

Portfolio Review Committee, which comprises of the Dean and two Professors

from the relevant subject area (other than the Faculty who taught the course).

The Course Review Report is a tool which assists the Dean in preparing a

comprehensive Program Assessment form which has the details of the

performance of the students and how the learning outcomes have been achieved.



3.11 Class Size Policy

Program and course enrollments are determined by number of factors. The class

size is predominantly determined by the efficacy in attaining the course and

program outcomes. Other criteria that can have impact on class size decisions are:

i) Level of the course and learning outcomes

ii) Instructional and pedagogical methods used for the course

iii) Mode of delivery

iv) Class room capacity and availability of work stations

v) Other external considerations such as accreditation requirements also play a

role in deciding the class size.

Maximum Class Size:

At IMT, the class size is normally limited to 50 for the core courses, in case of

electives or skill based courses Maximum class size is 40 students.

Minimum Class Size:

A minimum class size to be maintained at 10 under normal circumstances.

However in extenuating cases this requirement may be relaxed with the approval

of the Dean on the recommendation of concerned Program Chair.

This policy will be reviewed once in two years for any improvement.

3.12 Policy on Intensive Modes of Course Delivery

IMT-Dubai normally prefers to offer the courses as per the semester duration. In

exceptional circumstances duration of few courses are condensed but the credit

hours are maintained and full content of the approved syllabi is covered. IMT-

Dubai ensures all the student services and support system are in place during

such courses.



SECTION 4: FACULTY POLICIES

4.1 Faculty Roles & Responsibilities


Responsible for

Implementation Dean-Academic, Program Chairpersons

Contacts Director

Teaching, research, and service in the interest and growth of the Institute are the duties

expected from the faculty members at IMT-Dubai.

The Institute expects from each faculty member a high level of commitment and high

standards of conduct. It is also obligatory on the part of the Faculty members to respect

the dignity of other fellow members and acknowledge their right to expression. The

Institute believes in free expression of thoughts and ideas and in fact would create an

environment for intellectual honesty, freedom of inquiry and instruction.

It is the duty of the faculty members to promote and practice these principles.

a) General Responsibilities:

The basic responsibility of a faculty member is to guide and support students in their

learning process and to guide and advise them in their professional growth. Further,

IMT-Dubai expects its Faculty members to assume the following responsibilities:

Teach IMT-Dubai students

Maintain discipline, attendance and deadlines in conducting classes, examinations,

evaluation and declaring of results

Supervise student internship and project work

Provide academic advising and tutorials to the students.

Conduct research and publications in reputed scientific journals/volumes

Develop course syllabus and update existing course syllabus

Participate in Institutional development services and support activities

Represent the Institute within the community at large when necessary

Develop relevant case study materials

Develop new courses

b) Responsibilities towards students:

Promote scholarly values in students including honesty, the free pursuit of learning

and the exercise of academic freedom.

Act professionally in the classroom and in other academic relationships with



students.

Evaluate students on the merit of their academic performance.

Provide consultation on course work

Acknowledge academic and scholarly contributions of students.

Not engage in any exploitation, harassment, or prohibited discriminatory treatment

of students.

It is highly suggested that all Faculty refrain from fraternizing with students at all

times.

c) Responsibilities towards other members in the Institute:

Not engage in any exploitation, harassment, or prohibited discriminatory treatment

of any members of the institute.

Respect and defend the free inquiry of associates.

Show due respect for the opinions of others

Acknowledge the academic contributions of others

Be objective in professional judgment of colleagues

Accept responsibilities for contributing to the governance of the institution.

d) Responsibilities to the public:

Strive to be accurate

To exercise appropriate restraint

Listen to and show respect to members of the society at large

To clearly and explicitly indicate that they are not speaking or acting for the

Institute when speaking or acting as a private person.

Moreover, the academic staff is expected to conduct themselves with integrity. All scholars

and researchers at IMT-Dubai are responsible for upholding the following principles:

Promote honest academic conduct

Use scholarly rigor and integrity in obtaining, recording and analyzing data; as well

as in reporting and publishing results;

Obtain permission for the use of unpublished material, and to use any type of

material in accordance with the rules of the source;

Use funds designated for research purposes in the prescribed manner;

Reveal to the Institute the sponsors, journals, or funding agencies etc.

e) Academic Freedom

Faculty Members are free to express and explore ideas and concepts related to their

subjects in the class rooms and research activities. However, the faculty members

must refrain from initiating and discussing controversial, religious sentimental and

cultural matters in the class room and remain with the framework of UAE laws and

regulations.



4.2 Definition of Faculty & Ranks


Responsible for

Implementation Director

Contacts Director

IMT-Dubai values a rich and diverse pool of faculty members and their critical role in

teaching, research and institution building. The Institute has a policy of recruiting faculty

members with diverse backgrounds and expertise relevant to management education, and

education from different countries across the world.

To make the faculty policies compliant with standards, IMT Dubai has again reviewed the

Faculty Handbook. IMT Dubai has decided to restrict its faculty pool to the three

categories; Full-Time, Part-Time, and Visiting. The definitions of these categories have

also been revised accordingly. The three category definitions are as follows:

4.2.1 FULL TIME FACULTY

Full-time faculty is one who holds a full-time appointment with IMT Dubai and is

appointed on full-time regular basis in the ranks of Teaching Fellow, Assistant Professor,

Associate Professor, and/or Professor. Full-time faculty devotes 100% of his/her time to

engage in teaching, research and administrative responsibilities as assigned by IMT

Dubai and receives all compensation from the IMT Dubai and is also eligible for all

benefits as per the norms of IMT Dubai.

All full time faculty members will be appointed on contractual employment for 3 years with

a probation period of 6 months. During the probation period, there will be a notice period of

1 (one) month towards severance from either side.

After the completion of probationary period, a performance appraisal will be conducted

and upon finding suitable, a confirmation of 3 years contract, originally offered may be

made with a notice period of 3 (three) months towards severance from either side.

A Full-time faculty cannot take employment or accept any remunerated activity outside

the Institute. However, with the prior approval, participation in corporate boards as non-

executive members, consulting assignments for third parties and teaching and

conducting seminars in or with other educational or commercial entities may be permitted

by the Director in writing after taking into account the academic and administrative

commitments at the institute.



4.2.2 PART TIME FACULTY

A part time faculty is an external faculty hired to teach a specific course in a specific

semester with a maximum of 6 credits in any specific semester.

Part time faculty will teach the designated course and discharge the associated

responsibilities such as grading and providing advice to the students in their respective

areas of instructions, and completing any relevant documentation required by the institute.

Part time faculty will be entitled to such remuneration and benefits as mentioned in the

respective terms of appointment. The roles and responsibilities of Part-Time Faculty will be

as follows:

a. Course: A part time faculty is an external faculty hired to teach specific/designated

course or courses in a specific semester.

b. Number of Teaching Hours: A Part Time Faculty member can teach up to 06

Credits in a Particular Semester equivalent of 90 Hours in a semester.

c. Duration: The Part-Time faculty is hired to teach a specific course and the contract

will be terminated at the end of the completion of that specific course.

d. Working Hours/Timetable: The working hours of Part Time faculty will be decided

on the basis of the schedule of IMT Dubai and availability of faculty. The Part Time

faculty is expected to be available to the students for outside class consultation for at

least 1 Hour per week for the duration of each course he/she is teaching.

e. Remuneration: A Part Time Faculty will paid an agreed upon remuneration that is

inclusive of:

i. Teaching as per the approved course outline.

ii. Conducting Assessments as per the plan included in the course outline.

iii. Providing feedback to students on the assessment components.

iv. Designing the examination question papers for both mid-term and final exams.

v. Exam invigilation.

vi. Grading of students.

vii. Submission of a course portfolio.

viii. Providing teaching material, if any

ix. Recording and submitting attendance of the students.

x. Local transportation



4.2.3 VISITING FACULTY

Visiting Faculty is any faculty members holding a full time contract in another institution

and visiting IMT for teaching or research assignments up to a maximum of 11 months.

The workload/roles and responsibilities of such faculty would vary from faculty to faculty

and will be determined during the contract negotiations. The Visiting Faculty will be hired

primarily by invitation from other universities from different countries. The other source of

hiring such faculty will be under the exchange agreements with different business schools

or universities. The qualification of such faculty has to be similar to that of Full-Time

faculty as listed in section 3.4 below. The workload and conditions of such recruitment will

be based on the negotiations at the time of finalization of the contract. The maximum

teaching load of such faculty will not exceed the maximum stipulated load for the full time

faculty. Such faculty may engage in teaching or research or both.

The following chart gives explains the similarities and similarities across different

categories of faculty:

Full-Time Part-Time Visiting

1. Remuneration Based on Rank, Scales and Experience

Per Hour Basis As Per the Contract

2. Teaching Load Maximum of 18 Credits per year

Maximum of Six Credits in a Year

As per the contract with a maximum of 16 credits over 12 months

3. Insurance and Medical Benefits

As Per IMT policies and UAE laws

NO As Per IMT policies and UAE laws

4. Visa Sponsorship Yes No Yes

5. Annual Travel Yes No No

6. Medical Leave Yes No Yes

7. Annual Leave Yes No Yes

8. Working Hours As Per IMT policies and UAE laws

As Per the schedule mutually decided

As Per IMT policies and UAE laws

9. Responsibilities

1. Teaching

Teaching and Related Activities

1. Teaching

2. Research 2. Research

3. Administration 3. Students Project Supervision and Mentoring

4. Students Project Supervision and Mentoring

10. Duration of Contract

Full-Time Regular Duration of the Contract Full-Time contract with a Maximum of One Year Period

11. Appraisal and Performance Evaluation

As Per the Detailed IMT Policy as Listed in Section 5 of Handbook

On the basis of Students Feedback and Review of Course File

On the basis of Students Feedback and Review of Course File



4.3 Faculty Recruitment Policies


Responsible for


Contacts Director

4.3.1 Faculty Search and Appointment

IMT Dubai follows the rules of transparency and principles of non-discrimination in its recruitment of faculty.

i. Faculty appointments are made in accordance with the UAE employment laws and regulations

ii. The Director on the recommendations of the Selection Committee submits his recommendations to the Management Committee.

iii. All Full Time members will be appointed initially with a probation period of 6

months.

Up-to-date information on the documents required by IMT for the employment, including

visa sponsorship by IMT, will be provided at the time of signing the contract.

For more information on the policies and procedures for appointment and advancement of

faculty, please refer “The Faculty Handbook”.

4.3.2 Procedure for Faculty Recruitment and Appointment:

Faculty recruitment depends on the need-gap analysis that is linked to the mission of the

institute. The following steps would generally be involved the selection process of Full

Time recruitment.

i. Different program chairs to identify the needs for additional/replacement faculty will

carry out a periodic need-gap analysis and submit to the Dean. The Dean may

seek the help of some of Area Chairs/ Professors to define the qualifications and

description of the position on the basis of needs identified.

ii. Such faculty requirement(s) along with the description prepared will be submitted

to the Director for approval.

iii. After approval by the Director, a detailed description of the position would be

prepared and communicated internally.



iv. The position then will be advertised on IMT Dubai website and in any other media

approved by the Director. In case services of any professional recruitment agency

are sought, the same description will be shared with that agency.

v. The Applications received will be reviewed by the Dean with the help of Committee

constituted for this purpose. The committee will shortlist the candidates to be

interviewed based on the needs identified and the description approved as per

point ii above.

vi. The Director will constitute selection committee(s) to review all applications,

conduct initial interviews, if required, and make recommendations to the Director.

The Dean will chair such committee(s).

vii. The shortlisted applicant(s) would be invited to the campus to make a presentation

before IMT Faculty and the Selection Committee. This presentation would be

based on the candidate’s research work/professional work. The will be of at least

20 minutes’ duration followed by at least 10 minutes of discussion and question-

answer session. An External Expert will also be invited to test the domain specific

knowledge of the candidate(s).

viii. Faculty members present during the presentation would evaluate each applicant’s

presentation on four parameters, i.e. Subject Matter Expertise, Clarity of

Communication, Ability to Handle Queries, and Presentation Style/Effectiveness. A

5-point scale will be used for the rating of each parameter. Comments will be

sought on overall suitability of the candidate in an open-ended section as an

addendum. The evaluations submitted by the faculty members would be submitted

to the Selection Committee in a prescribed format.

ix. Subsequent to the seminar, the Selection Committee would interview the

candidates, based on which the Selection Committee would decide their

recruitment recommendation.

x. Director will review the recommendation of the Selection Committee and will make

the decision on rank and pay to be offered to the selected candidates and letter of

appointment would be issued after the approval of the Management Committee.

xi. Any appointment will be made subject to meeting the conditions laid down by the

laws of UAE and the norms of IMT.

xii. Upon finalization of formal contractual agreement, a personal detail form will be

filled up for administration purpose as per the format attached (refer Appendix B).



4.3.3 APPOINTING AUTHORITY

All Full Time and Visiting Faculty appointments shall be made on the recommendations of

a Selection Committee as described in 3.2.vi. The Selection Committee will be constituted

as follows:

Dean (Committee Chair)

One Program Chair

One Professor from the area the faculty is being recruited for.

One Professor/Associate Professor from any area of specialization.

The presence of Dean and two other members is must.

The Selection Committee will submit the recommendations to the Director and the Director

will be the deciding authority in terms of rank and scale to be offered to the faculty

candidates. The Director will proceed with the appointment and will make an offer after the

approval of the Management Committee.

For the appointment at the Professor level, the Management Committee is the final

appointing authority.

For Part Time Faculty:

Part Time faculty will be hired for teaching one particular course. The Program Chair/Area

Chair will identify such faculty and will submit the profile of such faculty to the Dean. On

the recommendation of the Dean, the Director can approve such faculty based on the

need of a particular program.

For Visiting Faculty:

The Visiting Faculty will be hired by invitation of the Director in consultation with the Dean

and the Program Chair. The workload and conditions of such recruitment will be based on

the negotiations at the time of finalization of the contract. The other source of hiring such

faculty will be under the exchange agreements with different business schools or

universities. Such hiring will be governed by the stipulations of Memorandum of

Understanding signed with respective schools. The Director will be the appointing authority

for such positions.



4.3.4 Eligibility requirements for appointment of new Faculty members

Faculty is recruited at any of the following four ranks:

Professor

Associate Professor

Assistant Professor

Teaching Fellow/Senior Teaching Fellow

As a general rule, the faculty qualifications will be framed around the AACSB Standards.

The following qualifications will be used as guidelines for shortlisting candidates for

research active faculty Full Time faculty positions.

i. Professor: Ph.D. or equivalent in a discipline relevant to the position with a track

record of excellence in teaching, a minimum of 15 years of which at least 5 years

should be at the level of Associate Professor, ability to interact with a diverse

student body and executives, a record of publications in standard refereed

journals, ability to undertake research independently and guide Ph.D. scholars.

Candidate should have high research, training and/or consulting credentials.

ii. Associate Professor: Ph.D. or equivalent in a discipline relevant to the position,

with a track record of excellence in teaching, a minimum of 10 years of experience

of which at least 5 years should be at the level of Assistant Professor, ability to

interact with a diverse student body and executives, and ability to undertake

research independently. Reasonable record of research publications is desirable.

iii. Assistant Professor: Ph.D. or equivalent in a discipline relevant to the position, with

at least 3 years of corporate/research/academic experience; and ability to interact

with a diverse student body. However, in case of a fellow or PhD from any reputed

university/institute, the experience requirement of 3 years may be waived.

iv. Teaching Fellow/Senior Teaching Fellow: Academic personnel at final stage of

completion of their Ph.D. may be appointed as Teaching Fellow/Senior Teaching

Fellow. People with significant corporate/training/consulting experience may also

be considered for such positions. Such recruited faculty will be encouraged to do

PhD to be considered for a rank of Assistant Professor. The responsibilities and

workload of Fellows will include Academic and Administrative contributions as

assigned to them by the Director and Dean.

Visiting Faculty: The eligibility conditions for adjunct faculty are similar to Full Time faculty

requirements. The remuneration/workload and responsibilities will depend on the

experience and qualifications of individual candidates.



Part Time Faculty: Eligibility criteria for the Part Time faculty may differ to the extent that

any professional from industry with significant amount of experience and who is working,

or has worked, at a senior level position may not be required to have a Ph.D. degree or a

record of research and publications. The remuneration will depend on the rates prescribed

by the Institute from time to time.

NOTE: To satisfy the requirements of reputed international accreditation bodies, for

example AACSB Standards, it is necessary to hire faculty with professional/practitioner

background. A professional / practitioner with a minimum of 10 years’ experience who has

made significant contribution to knowledge/profession and has established reputation in

his/her domain may be considered under this category, irrespective of not having a Ph.D.

degree.

4.3.5 Eligibility Requirements For Teaching At Graduate And Undergraduate Levels As a general rule, IMTD expects the faculty to have minimum doctoral qualifications along

with research and publications background to be eligible to teach at Graduate level. Since

IMTD is a business school where the Graduate level students need to have significant

inputs from the industry practitioners, IMTD invites professionals as speakers or part time

lecturers to teach at Graduate level. These professionals may not have a doctoral

qualification but have at least a Master’s Degree with a significant industry/corporate

experience.



4.4 Faculty Workload Policy


Responsible for


Contacts Program Office

In line with its mission, IMT gives priority to the various components of Faculty workload as

below:

1. Teaching 50%

2. Research and Scholarly Activities 30%

3. Administration and Institutional Development Activities 20%

The Director in case of a specific faculty, on the basis of specific skill set and intended

contribution, may alter this workload weights. It could be also the case for recruitment of

professionals with corporate experience and less research experience. This change will be

subject to the approval of Management Committee.



4.5 Advancement Of Existing Faculty

4.5.1 Promotion To A Higher Rank a) Requirement for promotion to the rank of Associate Professor:

Faculty at the rank of Assistant Professor can be considered for Associate

Professor Rank after a positive evaluation of performance, which includes ongoing

publications and contributions to their field of expertise, excellent teaching

evaluations, contribution to the Institute’s development, community service,

academic and administration responsibilities.

b) Requirement for promotion to the rank of Professor:

Faculty at the rank of Associate Professor can be considered for Professorship

Rank after a positive evaluation of performance, which includes, but is not limited

to: classroom teaching observations, publications and research, institutional

development, community service and corporate responsibilities & engagements.

4.5.2 Eligibility Criteria for Promotion to a Higher Rank

The Institute has established the following minimum criteria for promotion to the

next academic rank(s) as mentioned below:

Assistant Professor:

a. Must hold a Ph.D. or equivalent in Management or related areas.

b. Minimum 3 years of Industrial/research academic experience including

minimum one year at IMT as Lecturer/Teaching Fellow/Senior Teaching

Fellow.

c. The candidate shall show a capacity and will to maintain teaching

effectiveness and the ability for continuing growth as a teacher, scholar,

and member of his or her profession.

Associate Professor:

a. At least five years in the rank of Assistant Professor including minimum

three years at IMT.

b. The candidate shall have a capacity to maintain teaching effectiveness and

the ability for continuing growth as a teacher, scholar, and member of his or

her profession.

Professor:



a. At least five years in the rank of Associate Professor including minimum

three years at IMT

b. The candidate shall have attained an excellent reputation in his or her field

of expertise, evidenced by scholarly publications and teaching excellence

c. The candidate must be able to demonstrate outstanding performance in

teaching, hold a distinguished record of publications in international

journals; peer reviewed of publications, and effective service to the

institution.

4.5.3 Faculty Promotion Procedure:

The candidate prepares and submits his/her professional accomplishments in

the areas of teaching, scholarly research, and administration & institutional

development activities by including the supporting documents for evidence to

the Dean.

Preliminary Review to check the eligibility is done by the Dean.

Faculty Appraisal Reports (annual) will be a significant input to such decisions.

The Director will set up an Academic Promotion Committee (APC), that will

include the Director, Dean, and two faculty members who are of Professor

Rank. APC after reviewing the submitted documents would present its

recommendation to the Management Committee for its approval.

The Director will then inform the decision to the Faculty member.



4.6 Faculty Performance Appraisal Policy


Responsible for


Contacts Director

4.6.1 Faculty Performance Appraisal Process

The faculty appraisal process will involve self-appraisal (both qualitative and quantitative)

through the prescribed forms that are to be submitted to the Dean by May 15 every year

by each faculty member. The Credit Points discussed above will play a significant role in

the overall appraisal of the faculty.

IMT Dubai will follow the following Faculty Appraisal system:

The faculty appraisal will be done every year on the basis of faculty performance in

the areas of teaching, research and scholarly activities, consulting, academic

administration and general compliance with the rules/norms decided from time to

time. The Director will conduct such appraisal.

A comprehensive appraisal will be done every 3 years by the Faculty Appraisal

Committee (FAC) to be constituted by the Director with approval of the

Management Committee. The committee will comprise of at least two reputed

external academic experts, the Director, and the Dean.

The appraisal process will be as follows:

In the month of May every year every faculty member will prepare a plan of his or

her activities in a Proposed Plan of Activities (PPA) for the next academic year.

This PPA should be submitted to the Dean (Academics) by May 15 of every year.

The Dean in consultation with the program and area chairpersons, and keeping in

mind the academic needs of the institution may moderate this plan.

On the same day, each faculty member will submit a detailed document listing the

actual work done during the previous year in a Statement of Work (SOW).

This SOW, read with the PPA submitted and the PPA submitted last year, would

form the basis of performance appraisal for each faculty member.



In the month of June every year, the Director will prepare a report on the

institutional and administrative contribution of each faculty member based on the

quantity and quality of tasks as assigned to them by the institute.

Further, the Dean and the Director will include in the above report their appraisal of

the faculty member's’ ADHERENCE/COMPLIANCE to institutional code of

conduct/ behavior & values thereby creating and fostering an environment of

positive and progressive collegial atmosphere.

o The following will be considered in the appraisal process: o Total Credit

Points Earned

o Teaching Evaluations or Student Feedback;

o Academic Program Office data on adherence to academic standards like

course outlines as per AACSB norms, wherever applicable;

o Submission dates of grades, accuracy of grades, number of times grades

revisited/revised;

o Submission dates of completed course portfolios;

o Mix of core and elective courses in the teaching portfolio, innovation in

pedagogy, evidence of coordinated team teaching, evidence of industry

involvement in their courses; and

o The report from the Director on the institutional and administrative

contribution of the respective faculty members. A detailed appraisal policy

has been cited in the following paragraphs.

FAC or Director and Dean (as the case may be in respective years) will give

feedback to every faculty at a second formal meeting after completing the appraisal

– preferably by August. Any grievances on appraisal by any faculty may be

addressed in these meetings.

NOTE: For Faculty members who join IMT Dubai during the academic year, the

Credit Points will be calculated proportionately, based on the above criteria but

taking into account the record of publication for the last one year

4.6.2 Faculty Appraisal Criteria

In the wake of the teaching philosophy of IMT Dubai, following will be the key

responsibility areas on which faculty’s contribution to the institute would be

measured and rewarded:

A. Teaching: A Holistic Approach to Teaching-Learning

The IMT Faculty is expected to achieve teaching excellence that will be measured

by using various parameters including but not limited to student feedback,



pedagogical innovation and adaptation, industry engagement in teaching

pedagogy, new course development, etc.

B. Research

Alongside teaching excellence, IMT faculty is expected to engage in quality

research that leads to publications that impact the community in general and

faculty member’s teaching in particular. IMT uses a comprehensive scheme to

measure and incentivize the research effort of the faculty.

C. Leadership and Institution building activities

Faculty is expected to help IMT in institution building activities by assuming various

academic administrative responsibilities needed from time to time, including

engaging industry partnership by way of developing and/or delivering courses in

association with industry partnership, developing training programs, engaging with

industry partners in applied research activities.

4.6.3 Norms for Calculating Research Credit Points (RCP)

IMT Dubai follows a Credit Point System in which Faculty members are expected

to earn Credit Points that can be earned from each of the above-mentioned 03

categories viz. Teaching, Research and Leadership and Institution Building

Activities. The details on these Credit Points are presented below.

IMT Dubai follows a Credit System in which Faculty members are expected to earn

credit points through activities like publishing research papers and case studies,

leading research teams, guiding PhD students and obtaining research grants and

projects obtained from government/industry. The method of determining RCP for

each of the research component is described below.

a) Publication of Research Paper

The quality of publications will be assessed as per the categorization following five

categories, namely, A*, A, B, C and D. The ABDC journal classification will be

followed for this purpose till notified otherwise.

Category A* A B C D

Credit 8 4 3 2 1

NOTE: Credits obtainable from publications under "D” category is capped at a

maximum of 02 in a year for the purpose of calculation of such score.



In case of joint authorship the faculty would get rewarded credit points as per the

below norms:

When the faculty’s publication is out of his PhD thesis work with his

supervisor, the faculty will get 75% credit.

For any publication with peers from IMT Dubai, each of the co-authors will

get proportional RCP.

Any co-authored publication with any of the Peers that do not have any

affiliation with IMT Dubai, the faculty will get his/her proportional share of

CRP plus an additional 10% of his/her proportion of RCP.

When the faculty’s publication is out of his PhD student’s thesis work, the

faculty will get 25% credit.

When the faculty’s publication is based on any student’s industry project,

assignment or any other work or where the student helped in data

collection, the faculty will give due credit to the student as a co-author and

will get proportional credit. The Credit Points earned will be proportionate to

number of co-authors including the student.

b) Case Study Publication

The classification would be done as follows (for each case study published):

Category A B

Case study Publication

Cases published by Harvard, Kellogg school of Management, Darden, Ivey, Babson,

Emerald Emerging Market Case Study, NAACRA,

Credits Case: 2 Case: 1

c) Professional and General Publications

Category A B C

Broad Audience Category

Articles published in WSJ, Financial Times, The Economist

Articles published in Regional/National Business Newspapers

Trade Journals and other Professional Journals and Magazines

Credit 1 0.5 0.25

Note: Credits obtainable from publications under "C category" a maximum of 02 in a year for the purpose of calculation of such score.



d) Books

Category A B

Books Textbook Authored; and Published by reputed Publishers (If a publisher is reputed or not will be decided by the Director, Dean and Research Chairperson)

Adapted Books of Reputed Publishers

Credit 3 1

Note: In case of co-authorship, the CRP will be proportional

e) Other Publications

i Book Chapters 0.25/0.5 Depending on the Publisher

Note: The total CRP allowed from “Other” category should not be more that 02 in any academic year.

f) Number of PhD/DBA/FPM candidates guided

The faculty would be rewarded based on the number of candidates that they have

successfully guided for whom the degrees have been awarded. The credit points

awarded will be 1 per graduating candidate in this category.

g) Funded Research/Grants

Faculty members are encouraged to conduct research/consultancy activities

funded by external agencies. The following would be the credits associated with

such activities:

Category Greater than AED 150,000

Between AED 100,000 to 150,000



Credits 6 4 2 1

h) Journal Editorship

The faculty members will be entitled to the research credit points as per ABDC classification Journal

Journal edited is in the “A* & A” category of journals identified in ABDC.

Journal edited is in the “B” category of journals identified in ABDC.

Journal edited is in the “C” category of journals identified in ABDC



Editorship

Credits 10 3 1

Note: For all the credits associated to research, IMT Dubai will only take them into

account when the primary affiliation of the faculty is clearly stated as “IMT Dubai”.

For More details, please refer to Faculty Handbook-2017.



4.7 Professional Development Policy for Faculty


Responsible for

Implementation HR Department

Contacts Director

4.7.1 General Presentation

Faculty members are strongly encouraged to publish their work in academic and

practitioner journals of repute. In order to facilitate that, faculty members are encouraged

to present their research papers in UAE seminars/ conferences and International level

seminars/conferences. The following can be considered as a minimum expectation from

each faculty member.

National Seminars/Conferences : Minimum two per academic year

International Seminars/Conferences : One per year

To facilitate research and other professional development activities, there will be a

budgeted assistance allocated for IMT faculty members every year called the Professional

Development Fund (PDF). The faculty members can use the PDF for various

activities/purchases according to norms that will govern the use of such funds. Drawing on

the funds would require approval of Director.

The confirmed faculty members can use the PDF for the following purposes:

Attending, with the prior permission of the Director, a scholarly conference. The

PDF will be used to fund the registration fee, economy class airfare, hotel charges

and per-diem as per institute norms, Visa fee (if any). The faculty will be treated on

official duty for the duration of the seminar/conference plus journey days.

Paying Journal fee for publishing their papers where the journal charges

publication fee.

Case writing travel or research travel within UAE or abroad for Self/Research

Associate/Research Scholar, with the approval of the Director.

Fees for any faculty development program/educational program (including a

Ph.D./DBA) with approval of Director.

Membership fees to professional, academic bodies of reputation. Membership fees

to Alumni and Pan-Alumni networks/associations of reputed institutions.

Attending internationally recognized Faculty Development Program subject to the

approval by the Director.



Procuring databases, engaging an outside agency in research activity, etc.

Travel, boarding and lodging expenses related to conducting joint research with

faculty from other partner or non-partner universities.

Travel, boarding and lodging expenses related to a pre-approved long-term/short

term teaching/research assignment at a reputed institute/university that may or

may not be partner of IMTD.

Any other activity that helps the faculty in professional development and research

activity, as decided by the director from time to time.

The PDF will be a COMMON FUND that will be available to all the faculty members for the

Weighted Average Credit Points (as explained in 5.3) earned by all the faculty members

put together in excess of the minimum 10 Weighted Average Credit Points expected from

every faculty. Each member’s claim on PDF will be proportionate to the excess Weighted

Average Credit Points earned by him/her in that particular year. There will be no carry

forward of such points. Since the budget year is April to March and the Credit Points will

be finalized only at the end of June, the PDF will be allowed to spill over to the first 03

months of the next financial year.

4.7.2 Consultancy and Management Development Programs:

Participation and contribution of Faculty members to consultancy activities and training

programs conducted by IMT-Dubai will be considered as over-load provided the

concerned Faculty member has completed his / her normal work-load.

IMT does not allow faculty members to enter into consultancy or executive education

activities with companies or higher education institutions, except under exceptional

circumstances with prior approval by the Director.

For consultancy activities done under IMT, the faculty will receive a remuneration equal to

50% of the invoice paid by the client.

For consultancy activities done outside of IMT, the faculty will need prior approval from the

Director and a fee of 50% of the invoice will be retained by IMT.

For executive programmes done under IMT, the coordinator of the programme will receive

a remuneration equal to 10% of the invoice paid by the client. The faculty teaching in such

programmes will receive a remuneration based on the part-time faculty hourly rate.

For executive programmes done outside of IMT, the faculty will need prior approval from

the Director and a fee of 50% of the invoice will be retained by IMT.



4.7.3 Teaching in Other Educational Institutions

i. For teaching in any educational institutions (full course or part of the course)

with which IMT has an arrangement, with prior approval of the Director, the

faculty will retain 100% of the teaching allowance received at the partner

university.

ii. For teaching in any educational institutes with which IMT has no arrangement

(with prior permission from Director), 30% of the teaching allowance will be

retained by IMT.

iii. During the period of teaching in other educational institutions, as approved by

the Director, the faculty will be considered on official leave only in case the

assignment arises due to the faculty exchange commitment of IMT or IMT

assigns a faculty to teach a course outside IMT. In all other cases, the faculty

will have to use the annual leave for this purpose.



4.8 Faculty Pay and Benefits Policy


Responsible for

Implementation HR

Contacts Director

4.8.1 Faculty Pay

The Board of Directors will approve the pay structure of all faculty members. For all

faculty members, the pay structure will be reviewed in the month of April every year

based on the annual appraisal.

Gross Salary Break up:

i) All full time regular Faculty members, covered by these rules, are given a gross

salary, the breakup of which is as follows:

Basic – 60%

HRA – 30%

TA / other allowances – 10%

For adjunct and visiting faculty members, the pay and other allowances will be

governed as per their respective terms of contract.

ii) For Faculty members who have been provided residential accommodation in

campus, a deduction from salary is done as per the Guest House policy of IMT

Dubai (refer Appendix E) or as per the terms of their respective contract.

4.8.2 Faculty Allowances and Benefits

All salary and benefits of IMT-Dubai employees require the approval of the

Management Committee.

i) Medical coverage:

The Institute would provide Medical Coverage to all full time regular employees

and their dependent spouses and 2 dependent children under the age of 18..

ii) Leave Travel Allowance:



Eligibility:

All full time Faculty members, who are on institute’s visa, are eligible for

Annual Leave Travel reimbursement.

All full time Faculty members, who are not on Institute’s visa and claiming

Annual Travel reimbursement, will have to submit documented evidence that

the same facility of Annual Travel Reimbursement is not being reimbursed to

them by any other organization and it is also as per the terms of respective

contract.

Annual Leave Travel will be reimbursed only on the submission of proof of

travel.

Entitlement:

S. No Sector Annual Amount in

AED/ per person

(above 2 years of age)

1 GCC countries 1000

2 Indian Subcontinent, Middle East and North

Africa

2500

3 Europe, Australia, New Zealand and other

African countries

3500

4 North, Central and South America 4500

5 All other countries 3500

The sector will be based on the declaration of hometown given by the faculty

member while joining.

All full time faculty members will have to declare the dependents (Spouse &

maximum 2 children up to the age of 18 years) in the beginning of the fiscal

year (i.e. April) along with the documented evidence that the travel

reimbursement for the dependents are not claimed from any other organization.

The total amount for all full time faculty members will be based on dependents

declared to the institute subject to the above criteria.

Reimbursement for dependent family members (i.e. spouse and maximum of 2

children up to the age of 18 years) shall be based on production of original

UAE residence visa any time during the financial year. If the staff member has

already produced original UAE residence visa/Emirates ID for the purpose of

renewal of insurance, then this requirement is not applicable.

iii) Transfer:



The Institute reserves the right to transfer the faculty member to another

position, should there be a requirement to fill up the relevant vacancy.

iv) Retirement Policy:

The age of retirement of all full time faculty members is 65 years.

Reappointment of any faculty member after the age of retirement may be

recommended by the Director and must have the approval of the Board of

Directors provided the visa (if applicable) could be processed.

v) End of Service Benefits:

All full time Faculty members will be eligible for payment of gratuity as per UAE

labor laws. A Faculty Member who completes one year or more in continuous

service shall be entitled to gratuity at the end of their service. Days of absence

from work without pay are not included in computing the period of service and

the gratuity shall be calculated as follows:

a. 21 day’s basic pay for each year of the first five years of service and

b. 30 day’s basic pay for each additional year on condition that the total of the

gratuity does not exceed the employee’s two year’s pay.

vi) Final settlement in the event of death:

a. In the event of death of an employee/faculty while in service, settlement of

his/her dues will be as in the case of resignation of an employee. In case

the family is not living in the UAE and if employees dies while in service,

IMT will cancel his/her visa as per rules, inform the appropriate authorities,

take necessary permissions and documents from the appropriate

authorities for taking the body to his native place. His settlement of dues will

be carried out as per UAE laws.

b. In case of the death of a faculty during the academic session, the

respective program chairs in consultation with the Dean will identify a

faculty member (internal or external) to continue the course(s) delivery

where such faculty was engaged in. If the faculty was engaged in any other

academic activity that needs to be continued, Dean will make appropriate

arrangements to ensure the continuity of such activity.

4.8.3 Faculty Increments

All eligible Full Time faculty members, will be given increments with effect from 1st

of September every year or as decided by the Management Committee. The

Director will recommend increments to all the eligible faculty members to

Management Committee for its approval. For the faculty members, increments will

be based on the yearly performance appraisal results as discussed in section 5.3.



4.8.4 Norms for Pay and Settlement of Dues

The following shall be the norms for pay and settlement of dues:

i) The pay and allowances to the employees of the Institute for each month shall

be payable latest by the first working day of the succeeding month.

ii) On termination/resignation, the pay and allowances shall be released only after

the employee’s account is settled and after taking over charge from him / her

including surrender or return of the Institute’s assets in his / her possession. A

clearance certificate from the authorized person taking charge from him / her

will be necessary. Furthermore, a “No Dues” certificate from all relevant

departments will be a pre-requisite to the final settlement with the separating

employee.

iii) Payment will be made only after the visa cancellation process and removal of

the employee’s name from TECOM records for IMT or as approved by the

Director.



4.9 Leave Policy for Faculty

Official Public holidays will be as per holidays announced by the UAE government

for private sector. Each faculty member can avail one day off on the occasion of his

or her religious festivals not exceeding four times in a year with prior permission

from the Director.

4.9.1 Working Hours, Holidays

i) Working Hours

The working hours in IMT Dubai are 9.00 a.m. to 5.30 p.m. from Sunday to

Thursday with 30 minute’s lunch break. Each faculty needs to be on campus for all

duties/meetings/activities that have to be carried on by them for as long as

required. It is also expected that these faculty will spend at least 6 hours on

campus on each working day.

ii) Holidays:

National Holidays and Festival Holidays will be as per the UAE Government

notification.

4.9.2 Types of Leaves

The types of leaves are as follows:

Type of Leave Allowed Every Year Accumulation & Cashable

Annual Leave 36 working days 10 working days leave can be

carried forward (subject to a

maximum of 40 working days

Medical Leave First 15 calendar days with full pay. Next 30 calendar days with half pay. Following period No pay.

Faculty member who have not completed 6 months of service are not entitled to

avail any leave other than Medical leave. However, in special cases, annual leave

can be availed with the approval of Director, provided it does not affect the delivery

of their academic responsibilities.

For Visiting Faculty, leave will be governed as per the terms of their respective

contract.

Any Medical leave of two consecutive days or more needs to be supported by a



Medical Certificate.

a) Annual Leave

The leave calendar year is from April 1st to March 31st. The annual leave is

organized as follows:

A Full Time Faculty is entitled to three working days leave for every month if his

/ her service is more than six months and less than one year.

A Full Time Faculty is entitled to a maximum of Thirty-Six working days

annually, if his / her service exceeds one year.

A minimum of 26 working days of leave has to be taken in a year (between

April 1st and March 30th).

10 working days leave can be carried forward.

In case of campus closure, a compulsory leave has to be taken. For 2017-

2018, the campus will close from December 22nd, 2017 to January 1st, 2018. 6

days of leave will be automatically deducted from the leave accrued. For

subsequent years, the compulsory leaves will be announced by the Director in

due time, after approval by the Management Committee.

Transition period: Since there are two changes; one from Calendar Days to

Work Days and other in Carry Forward of Leave, the following rule will apply for

the transition from old to new system:

o For leave already accumulated, the total number of days accumulated by

an employee will be converted from calendar days to working days using

the formula Accumulated Leave*5/7 (rounded up). If this number is above

40, the Faculty won’t be entitled to any carry forward until the number of

days accumulated falls under 40 working days.

Leave application must be filled with full contact address and telephone

number during the leave period and submitted to the Administration

Department before one month prior to commencement of such annual leave.

b) Medical Leave As per UAE Labor laws, all faculty members are entitled up to 90 consecutive or

intermittent days of sick leave as follows:

First 15 days: Full pay

Next 30 days: Half pay

Following Period: No Pay

c) Maternity / Paternity Leave

Maternity Leave to the female faculty members who have completed 1 (one

year) of employment with IMT Dubai, will be granted 45 days of maternity leave



with full pay & allowances including the period before and after delivery, for

their first two children. In addition, concerned faculty members are also entitled

up to 100 days of leave without pay based on medical reasons.

Female Faculty members who are on probation and/or have not completed 1

(one) year of employment with IMT Dubai will be eligible for the same with half

pay.

Paternity leave will be granted for 7 days.

The unpaid maternity leave can be continuous or intermittent, due to the illness

that prevents her from coming to work. A certified government physician

licensed by the competent health authority must confirm the illness.

Maternity leave in either of the above cases is not deductible/adjustable from

any other leave that a female faculty member is entitled to.

The Management reserves the right to recover an amount equivalent to the

salary paid to the employee during the period she had been on Maternity Leave

or any extended leave(s), should the concerned faculty member choose to

leave the services of IMT Dubai within 6 months from the date of joining back

the services after the Maternity Leave.

d) Bereavement

Bereavement Leave is granted in case of death of a close family member for a

period of 4 days or as may be defined by UAE Laws from time to time.

4.9.3 Encashment of Leave

All full-time faculty members are entitled to cash their respective accumulated

annual leave as defined in 7.3 at the time of retirement/separation from IMT Dubai.

4.9.4 Leave Sanctioning Authority

Application for leave, duly recommended by the concerned HOD, shall be

submitted in prescribed form to the Director-IMT, Dubai or the officer duly

authorized to whom the power may be delegated by the Director-IMT, Dubai from

time to time, who would either sanction or refuse the application of leave

considering the exigencies of work.

The leave approving authority for faculty members is the Director after

recommendation by the Dean- Academic.

4.9.5 General Conditions of Leave

i) Annual leave will be pre-sanctioned in writing on a prescribed form.



ii) For Faculty members, annual leave cannot be taken more than four times in a

year.

iii) All types of leaves are calculated on the basis of the financial year, i.e. from 1st

April to 31st March. Annual leave or medical leave will be credited at the beginning

of the financial year. Annual leave cannot be availed unless the employee is

confirmed or has completed six months of service without prior approval from the

Director.

iv) Medical leave of two days or more will be sanctioned only on production of

evidence of sickness duly supported by medical certificate from a registered

medical Practitioner.

v) Sanction of all leave is at the discretion of the Sanctioning Authority. When due to

exigencies of work so required, leave of any kind except sick leave may be

revoked or refused or curtailed by the Sanctioning Authority.

vi) The Sanctioning Authority can take disciplinary action against any faculty member

who has availed sanctioned leave and not joining at the end of the sanctioned

leave and/or not providing evidence of medical documents, as required.

vii) A faculty member, who absents himself / herself without obtaining prior sanction or

providing information about the cause of absence, will be treated as unauthorized

absence and may also be liable for disciplinary action.

viii) Leave shall not be granted to a faculty member against whom a competent

authority is enquiring into the acts of indiscipline or has decided to terminate /

resign from the services of the Institute.

ix) No leave can be clubbed with any other type of leaves without the approval of the

Director.

x) Faculty norms for the purposes of Leave Entitlement shall apply to the Dean and

Director as well.

4.9.6 Proceeding on Lien to Another Organization

In circumstances, wherein a faculty member moves from one campus to another

campus, organization/institute/university, extra ordinary leave without pay may be

granted to a full time regular faculty member, up to a maximum period of one year.

A faculty member will not be entitled to any increments or benefits such as Leaves

and Annual Appraisal and only the continuation of service will be protected during

such extra ordinary leave.

To avail this leave, a faculty member has to put in at least 5 years of service with

the IMT and obtain an approval from the Director.

4.9.7 Sabbatical Leave



i) If a full time regular Faculty member has been in continuous service with the

Institute for a period of minimum 6 years, he/ she will be eligible to go on a

Sabbatical for a period of 6 months, with full pay for higher studies/ research/

academic project at a reputed foreign/UAE Institution. This engagement with the

outside Institution shall be honorary and the Faculty member cannot receive any

salary / pay during this period from the outside Institution, other than an

honorarium and travel/ living expenses. It is, however, not mandatory for the faculty

member to be associated with an outside institution during this period. He/she

could also make use of this period either for writing books or case studies or doing

research, without being formally affiliated to any institution. At the end of the

Sabbatical, the faculty member will return to the parent institution on the pre-

existing employment terms and has to undertake to serve the parent institution for

a minimum period of 3 years. The faculty member has to submit a report on his

work during the sabbatical period along with documentary evidence on research

paper/books/case studies contributed by him/her. During the Sabbatical period, the

faculty member will be entitled to normal salary increases but no accrual of Leave

(Casual, Medical, and Earned) will take place. He / she will receive Basic Salary,

HRA and other allowances. This type of leave cannot be clubbed with or

exchanged with any other form of leave.

ii) Permission to go on Sabbatical to a reputed foreign/UAE institution will be granted

by the Director, and the Board of Directors will grant approval of Sabbatical on

other grounds.

4.9.8 Leave Without Pay

Leave without pay may be granted to full time faculty members for a maximum of

one academic year. Applications for leave without pay should be submitted in

advance in writing to the Director for his / her approval. The year, in which the

faculty member remains on leave without pay, will not be accounted for increment,

promotion and annual benefits such as leaves, gratuity and medical benefits.

4.9.9 Compensatory Leave

Whenever the faculty is teaching or engaging in some official activity on an off day,

the faculty may request for a compensatory leave in lieu of that day’s work. For

work that is up to 4 hours, a half-day compensatory leave will be granted and for

work more than 4 hours, a full day compensatory leave will be granted. This

compensatory leave must be availed during the next week on a day when that

particular faculty does not have any scheduled activity. In case the faculty member

has some scheduled activity on all the days during the following week, then the

carry forward of that leave to subsequent week(s) may be permitted to the

maximum of 30 days from the date of accruing of compensatory leave.





4.10 Travel Policy For Faculty

The rules regarding traveling for IMT work purpose (Daily Allowance and

Conveyance during such travels) shall be framed / changed and informed by the

Management from time to time. FOREIGN TRAVEL

Foreign traveling expenses for the faculty members may be borne by the Institute

for the following purposes:

Academic or Research Conferences/Conclaves/Seminars to showcase IMT

Brand: as per the norms defined in the Faculty Handbook.

Consultancy Projects where travel expense is preapproved in the

consulting budget

Placement / Marketing / Admission purposes where the travel expense is

preapproved in the budget

Work in IMT sister campuses, abroad

NOTE: All the above types of travel are to be approved by the Director, sufficiently

in advance to the travel date.

All requests for air ticket must be made sufficiently in advance, prior to the

scheduled date for travel.

Where visas have to be processed for faculty members including visiting faculties /

guests, the request for the same must be made to the Head-Administration

sufficiently in advance before the travel date with all necessary documents.

Travelling Advance (TA) can be claimed for boarding and lodging for

approved travel program in the prescribed format (available at the

Accounts/HR Office).

Travel expenses bill along with travel report and original vouchers should

be submitted in the prescribed format (available at the Accounts/HR Office)

within seven days of return to the institute. The TA bill should be sent to the

Head of the Department. Normally, further travel advance will be given to

the faculty member only after the previous travel bill is submitted and the

earlier advances are fully cleared.

For more details please refer to the Faculty Handbook 2017.



4.11 Faculty Disciplinary Policy


Responsible for


Contacts HR Officer

The Institute has set guidelines wherein a faculty member may be separated from

employment with the Institute prior to the end of the member’s contract. The conditions

under which this applies may relate to academic non-performance of a faculty, financial

exigency and resignation. Institute, at its discretion, may also choose not to renew a

contract.

All employees are expected to maintain a high standard of discipline, good conduct and

behavior. They are also to follow the Rules and procedure issued by the Director from time

to time. Violation of any of these rules, will tantamount to “misconduct” and the concerned

employee will be liable for disciplinary action.

4.11.1 General Acts of Misconduct Without prejudice to the general meaning of the term “misconduct” the following acts will

constitute misconduct on the part of an employee:

i) Willful insubordination or disobedience, whether along or in combination with

another or others of any lawful and reasonable order of a superior or refusal to

receive or reply to a communication sent by a superior.

ii) Theft, fraud or dishonesty in connection with the Institute’s business or property.

iii) Taking or giving bribes or any illegal gratification whatsoever.

iv) Habitual late attendance and habitual absence without leave or without sufficient

cause.

v) Negligence or neglect of work.

vi) Habitual Indiscipline.

vii) Causing damage to work in process or to any property of the IMTD by negligence

or with intention.

viii) Threatening or intimidating any fellow employee

ix) Giving of false information of any kind at the time of seeking employment or for

securing any facility given by the IMTD.

x) Giving of false information or production of false certificate for the purpose of

securing any privilege granted by IMTD.

xi) Abetment or attempt at any of the above acts of misconduct.

xii) Sexual advances or harassment of any of the employees, students, or visitors, or

any obscene gestures or behavior.



4.11.2 IT related acts of misconduct (with respect to the use of public Internet and

Institute Intranet):

i) Dissemination of sensitive information as well as sharing of user IDs, passwords,

IP addresses etc. with people not authorized for the same.

ii) Accessing, downloading or distribution of any form of confidential information

about other employees of IMT or its stakeholders, or any obscene or other

offensive material

iii) Accessing, downloading or distribution of any message, graphics or pictures that

might result in bullying or harassment, on account of age, color, gender, race

iv) Sending unofficial mass e-mails through the Intranet / Extranet, seeking to malign

colleagues or co-workers or seniors

v) Offensive / inappropriate usage of words, phrases, sentences, while

communicating through Intranet / Extranet

vi) Accessing of unauthorized activities like online gambling, unauthorized software

vii) Taking private grudges & grievances to a public forum through Intranet / Extranet

and social networking sites like Twitter, Facebook, LinkedIn etc.

viii) Plagiarism in any form (presenting other’s ideas as one’s own or taking credit for

another people’s work or effort).



4.12 Faculty Separation Policies & Procedures


Responsible for


Contacts Director

4.12.1 Introduction

The Institute has set guidelines wherein a faculty member may be separated from

employment with the Institute prior to the end of faculty member’s contract. The

conditions under which this applies may relate to academic performance, non-

academic misconduct, negligence of duties & responsibilities, financial exigency,

resignation. Institute, at its discretion, may also choose not to renew a contract.

All terminations will require the approval of the Management Committee

The Director shall have the power to terminate the services of any faculty after

giving due notice as per their contractual terms or on payment of salary in lieu

thereof

During the probation period, services can be terminated from either side

without giving a notice, as per the UAE Labor Law (refer Annexure A)

Contractual appointments may be terminated during the contractual period as

per the terms specifies in the contract.

For details on the norms for pay & settlement, please refer to Faculty Handbook-2017.

4.12.2 Dismissal

The Institute may initiate dismissal process against a faculty member before the

end of the contract if it has sufficient reasons to believe that there has been lack of

academic performance, indiscipline, insubordination, dishonesty, academic and

non-academic misconduct of any kind. However, the Institute would ensure that the

rights of the individual are protected under these policies and that the dismissal

shall not violate the rights of an individual as per the UAE law. It will also ensure

that the Faculty is not restrained from his or her exercise of academic freedom.

For violations of any or more of the clauses as mentioned in Appendix-A, as per

Article 120 of the UAE Labor law, there will be immediate dismissal of the

concerned faculty. If a faculty member is found to be guilty for any violation of

Article 120 of UAE Law, he/she will have no right to appeal under the UAE Law.



4.12.3 Procedure for Dismissal for Adequate Cause

1. The Director should notify in writing the concerned affected faculty member

mentioning the grounds of decision.

2. Immediate suspension can be invoked on charges of dishonesty in teaching or

research, negligence of duty, or if found unfit for his/her professional capability

as a teacher or researcher, or personal misconduct.

3. A committee shall be appointed by the Director to establish the facts within a

period of 7 days to investigate the charges and submit a report. The Committee

shall consist of at least three faculty members and two administrative personnel

who are not involved in the proceedings.

4. If the facts are proved in support of the charges, the Director will issue the letter

of dismissal to the concerned faculty.

5. The affected faculty member may submit a final appeal to the Board of

Directors, which will conduct a review of the facts and issues a decision within

15 days’ time.



4.13 Faculty Professional and Ethical conduct


Responsible for


Contacts HR Officer

IMT-Dubai has developed responsibilities, ethical principles, and behavior around the

individual Faculty member’s relation to:

1. General conduct

2. Teaching and Students

3. Scholarship

4. Colleagues

All Faculty members are expected to abide by the principles embedded here and any

proven violation may lead to disciplinary actions.

4.13.1 General Conduct:

i. Strive to perform their duties diligently, impartially and to the best of their abilities

and professional judgment.

ii. To maintain a dignified countenance, to carry out their duties in a professional

manner and to be accountable for their official conduct and decisions at all times.

iii. To be sensitive to the cultural aspects of U.A.E.

iv. Challenge and criticize ideas and methods in a constructive manner that avoids

any derogatory situation. Academic integrity and ethical sensitivity in statements

should be observed at all times

v. Respect others and act with courtesy and respect. A policy of non-discrimination

is to be adhered to.

vi. Public information or communication should clearly mention if it is a personal or

professional opinion.

4.13.2 Conduct towards Teaching and Students

i. Demonstrate respect for students as individuals

ii. Responsibility for course content

iii. Advising of students outside the classroom should be professional, confidential

and within the capabilities of the professor.

iv. Evaluations of students to reflect true merit.



v. Acknowledge students’ scholarly input in presentations and publications.

vi. Faculty and their immediate family members may not accept money or in-kind

compensations from students for any services provided.

vii. To observe strict confidentiality with regards to non-public

4.13.3 Scholarly Conduct

i. Avoid fabrications, falsifications, plagiarism and other practices that deviate from

accepted scholarly work.

ii. Professional honesty in research work and within the public interest.

iii. Ideas, information or intellectual contributions of others should always be

acknowledged

iv. Respect for intellectual property and academic freedom of expression.

v. High standards of performance and stay up-to-date in their field of work

vi. Stay up to date in the discipline

4.13.4 Conduct towards Colleagues

i. Share dignity and respect at all times with everyone

ii. To observe strict confidentiality of any non-public information and not disclose it to

any other person without proper and official authorization.

iii. Avoid any misleading, damaging or false information or any act of disruption for

others

iv. Personal relationship or special personal interest should be avoided in professional

acts.

4.13.5 Model Code of Conduct

IMT-Dubai upholds a set of standards that govern its global activities and

stakeholder relationships. The standards mentioned below are the ethical

foundations of the Institute and ally to all transactions / dealings undertaken at the

Institute. IMT-Dubai believes that all employees must be aware of and abide by its

values and policies.

i. All faculty are expected to maintain a high standard of discipline, good conduct and

behavior.

ii. Being in a high end service industry of providing Education and Executive Learning

and Development, it is of utmost importance for all IMT-Dubai employees to

present themselves in an acceptable manner.

iii. All faculty members are expected to be enthusiastic, honest, professional, and

interested in all dealings with the various stakeholders of IMT-Dubai.

iv. All faculty members shall be regular in attendance and punctual in maintaining the

office timings.

v. All faculty members shall devote their whole time to the service of the Institute and

shall not engage directly or indirectly in any trade or business or occupation or any

other educational institute on part time whether honorary or otherwise. However,



on a limited basis, Director may approve short-term visiting teaching assignments,

only in Institutions of repute.

vi. All faculty members shall not enter into any monetary dealings with Institute’s

suppliers or contractors or students, nor accept any present or gratification in any

form from them.

vii. All faculty members going out during office hours should always take permission

from their respective superiors. If immediate superior is not available, they must

obtain permission of next higher authority.

viii. All faculty members shall endeavor to continuously promote the interest of the

Institute and serve the Institute, its associates/branches in India/ abroad whether

existing or to be established in future in such capacity as the Institute may decide.

ix. All faculty members shall intimate to the Institute in writing about any change in

their residential address.

x. All faculty members shall not leak out any information or divulge any secret of the

institute pertaining to the affairs of the Institute.

xi. All faculty members shall not remove institutional documents or any other assets

under their control or from any other place of the Institute without prior permission

from the Director/CAO.

xii. If any money or property of the institute is placed in the possession of an

employee, it becomes his/her absolute responsibility to take care of it and to render

a proper account for the same.

xiii. Misleading/misinforming any employee within or outside the boundaries of the

IMT-Dubai premises for the purposes of spreading negative sentiments that is

detrimental to the functioning of the institute will face disciplinary action.



4.14 Intellectual Property: Copyrights

The institute has laid down the following policies:

Authors will be given full credit for their work and will be entitled to retain

proprietary rights.

Publishable work of the faculty will be available to all interested scholars.

In cases where the produced materials are result of specific assignments

by the institute, the Institute will retain the right to determine the copyright

issues.

The Institute owns the copyrights to all multimedia, all electronic and

computer based instructional materials produced and delivered by faculty

while employed at IMT and retains the right to reproduce, update, distribute,

transmit, or/and alter the course materials.

Faculty member shall not include any content that constitutes libel, invasion

of privacy, infringement of copyright or literary rights or otherwise violate the

legal rights of any persons under UAE law.

If a faculty publishes something with the help of an IMT student in any form,

the student should be given due credit.



4.15 Internal Academic Governance

The institute shall have the following standing committees for internal governance

of the institute. The term of the standing committees is at the discretion of the

director.

1. Academic Board:

Members - Director, Dean, Program Chairs, Registrar, Two Faculty members

nominated by the Director and a Student Representative.

Roles and Responsibilities - Responsible for all academic and examination matters

of the institute.

Meeting Schedule - As per the requirements with a Minimum of four times a year.

2. Purchase Committee

Members – Dean, Head of Administration, Facility Manager, Accounts Department

Representative, and concerned purchaser.

Roles and Responsibilities - Studies various quotations, makes negotiations and

arrive at the best purchase price and recommend to Director for approval.

Responsible for Vendor Development.

Meeting Schedule – Meetings are convened by the Chairperson, Students and

Faculty Affairs. The Chairperson will be responsible for collating the various

purchase requirements of the Institute periodically before convening a meeting.

3. Disciplinary Committee

Member - Resident Faculty Members, Hostel Warden (Male), Hostel Warden

(Female) and two resident students selected each from different programs.

Roles and Responsibilities - Deals with issues of student indiscipline.

Meeting Schedule - The committee shall meet when written complaints regarding

indiscipline are received

4. Knowledge Resource Centre Committee

Members - Program Chairs- MBA ,EMBA & Bachelors program, Chairperson –

Faculty and Student Affairs, one faculty member each from four faculty groups

such as general management (HR/Strategy/Communications), Finance

(Economics & Finance), Marketing and Operations.

Role and Responsibilities - Ensures smooth functioning of library, timely availability

of textbooks and other issues related to library. The convener of the meeting shall

be a faculty member from any of the four faculty groups. The convener is selected



on a rotational basis. The Committee will only recommend the utilization or

procurement of knowledge resources.

Meeting Schedule - The committee shall meet four times in an academic year.



4.16 Faculty Grievance Policy and Procedures


Responsible for


Contacts HR Officer

a) Introduction

The grievance hearing principles of the Institute primarily deals with situations where

a Faculty member has a complaint against an administrative action or individual(s)

and seeks to provide a remedy within the institute. Considering, the seriousness of

the subject of Grievance remedy, the Institute advises its Faculty members to

proceed in good faith and make a sincere effort to resolve disputes before resorting

to the grievance process.

The institute’s makes it obligatory for its Faculty member to exhaust the procedures

within the institute. Though the internal procedures are non-judicial in nature but in

case where any provision of this procedure conflicts with any applicable law, the

applicable law prevails.

b) What is a Grievance?

A grievance is a formal complaint by a member of the Faculty or staff that his or her

terms or conditions of employment at the Institute of Management Technology,

Dubai or ability to act in his or her professional or academic capacity at the Institute

has been significantly disrupted. The reasons could be any, for instance, violation of

academic freedom, violation of non-discrimination principle or Violation of accepted

standards of behavior in the workplace.

c) Resolution procedures

The Institute outlines the following order in which grievances may be resolved

between the aggrieved:

1 Informal attempts of reconciliation

2 Submitting Grievance Application

3 Hearing on Application

Procedure



1. Before a formal grievance application is submitted, it is expected that the

aggrieved will attempt all the possibilities to resolve the grievance informally.

2. Having exhausted all the possibilities under point 1 and finding no satisfactory

solution, the aggrieved can submit his application of grievances with the Director -

Dubai. On receiving the application, the Director - Dubai will convene a committee

of Faculty members or a committee of staff and Faculty members to look into the

grievances of the applicant.

3. For Faculty, a committee of three (3) members from the eligible full-time Faculty

members shall be constituted. Care should be taken not to involve a person who

is involved in the pending grievance process, one who has rendered a previous

judgment on any of the parties to the grievance in the case at hand. For staff, a

committee of three independent department heads shall be constituted.

4. As a first step the committee will decide if the complaint falls under the scope

grievances and if it is found so will follow the following action:

i) Elect a chair

ii) Establish procedures necessary for a fair and orderly hearing

iii) Forward a copy of the application to all parties against whom the grievance is

filed

iv) Solicit documents or other hard copy or electronic evidence from parties to

the grievance.

5. Decisions must be reached by a majority vote of members present, and votes

shall be tabulated and recorded without designating how any individual votes.

6. Parties to the grievance must complete their submissions no later than ten (10)

days after receiving the solicitation from the Committee.

7. Not more than five (5) days after the deadline for submissions of documents and

evidence from parties to the grievance, the Chair shall convene the first meeting

to consider the written documents and evidence submitted by the parties.

8. Beginning with the grievant, all parties will be invited to make oral presentations

and to submit supplementary written evidence.

9. At any time before or during its deliberations, the Committee may, by majority

vote, determine that it is necessary to seek further information and may call

witnesses for oral testimony, or may seek, from any source, including hard copy

or electronic questions to any party, any additional documents or other

information.

10. The Chair shall make all reasonable efforts to give all relevant parties a

reasonable amount of advance notice as to the procedures that will be followed

during the oral proceedings. At the discretion of the Committee, parties and their

advisors may be allowed to question witnesses.

11. Meetings of the Committee shall be recorded, and the Committee shall prepare a

report of its deliberations and its recommendations, specifying the rationale(s) for

its recommendation, to assist the Director in the final decision in the case.

12. The Committee shall submit within thirty (30) days the recommendations. Copies



of the Committee’s recommendations and report shall also be forwarded to the

parties to the grievance.

13. The Director’s decision shall be submitted to the parties as soon as possible,

ordinarily within fourteen (14) days of receipt of the Committee’s report and

recommendations.

14. All recommendations at the various stages of the grievance process may be

challenged in writing to the Director. The Director’s decision, in all cases, is final.

d) Decision by the Committee

The responsibility of the Committee is to recommend which action should be

undertaken and to suggest a time frame for compliance. In reaching its

recommendation for relief, the Committee should consider the relief requested by

the grievant(s), but the Committee will have to use their own judicious discretion

viewing the factors such as:

1. Whether a violation was intentional or unintentional.

2. Whether a violation involved negligence or was a reasonable misinterpretation of

responsibilities.

3. The likelihood of the harm and its possible magnitude for situations in which

possible future harm is involved.

e) Confidentiality Requirement

The institution will not divulge at any times information deriving from the Grievance

procedure. However, information concerning a grievance may be provided to

appropriate officials if required by them. Any person so informed shall be bound by

confidentiality requirements.

f) Role of the Director

The decision by the Director will be final and is to be adhered to. In all matters, the

Institute expects the Director to adhere to the rules and regulations of the Institute

and personally to maintain high professional and ethical standards.

g) Grievance against the Director

Any Faculty or staff member (employee) having a complaint that the Director has

violated the rules and regulations and failed to abide by appropriate professional and

ethical standards may address his or her concerns in writing to the Board of



Directors.

The Committee will inform the Director that a complaint has been lodged with the

Board of Directors. The Board of Directors will meet with the complainant and any

witnesses to ascertain the facts of the complaint. The Board of Directors will also

interview the Director in regards to the complaint. The Board of Directors will then

convene to discuss the facts, and then inform the Director and the complainant of

the result of the review. The Director as an ex officio member of the Board of

Directors will not be present at these meetings or be privy to any discussions of the

Committee except to the final decision of the Board of Directors. The Board of

Directors at this time may appoint any additional person(s) to be an official part of

the process to ensure a fair and equitable hearing.



SECTION 5: STAFF POLICIES

5.1 Definitions of Staff & Ranks

Policy in-charge CAO/Director

Responsible for


Contacts HR Officer

5.1.1 Staff Definitions

By definition, a full time employee is one who works for 40 hours a week; while

a part time employee is one who works for less than 40 hours.

IMT-Dubai recruits Part-Time Staff members according to the same rules and

regulations used to hire Full-Time Staff.

Jobs at IMT-Dubai are divided in to three categories: administrative,

professional / technical, and classified jobs.

5.1.2 Staff Duties

All staff members at the IMT-Dubai are expected to:

a) Perform all their duties effectively as outlined in their job description and any

additional job as assigned by the department hear.

b) Behave appropriately in all situations. Deal with people with respect and

abstain from any verbal or physical offence against colleagues, students,

parents or other visitors to the Institution.

c) Be loyal to the institution.

d) Make sure that the property of the IMT-Dubai is well maintained and kept in

good shape.

e) Inform the administration about any delinquent act, which might defame the

IMT-Dubai.

f) Provide constructive ideas to improve the quality of the institution.

Staff members are strictly prohibited from:

a) Disclosure of confidential information.

b) Immoral behavior, which may affect IMT-Dubai’s reputation.

c) Taking advantage of his/her position to serve personal benefit.

d) Involvement in any political activities that are prohibited in the UAE.

e) Working outside the IMT-Dubai premises without the permission of the Director

in writing.



5.2 Staff Employment Policies


Responsible for


Contacts HR Officer

IMT-Dubai adheres to the rule of transparency and principles of non-discrimination in its

recruitment of its Staff.

i. Staff appointments are made in accordance with the UAE employment laws and

regulations

ii. All Staff employment contracts are issued by the Director of the Institute.

iii. All Staff members are appointed with the initial probation period of 6 months.

iv. Once the probation period is successfully complete, it will be considered as part of

the overall employment term and will be taken into account while calculating

gratuity and other terminal benefits.

v. Employment terms are set in the employment letter of each staff member

5.2.1 Documents required for Employment:

i. Curriculum Vitae

ii. Original Passport with Valid Visa.

iii. No Objection Letter from his/her Sponsor or relieving letter if relevant.

iv. Original Certificates with attestations from UAE Ministry of Foreign Affairs.

v. Experience letter.

vi. Four passport size photographs in white background

5.2.2 Staff Recruitment Process

The Selection Committee will comprise the following:

• Director

• Head-Administration

• Head of the Concerned Department.

• At least one faculty member to be nominated by the Management Committee.

It is mandatory for the entire committee to be present for the recruitment process.

All staff appointments shall be based on prior approval of the Management

Committee. All staff appointments shall be approved by the Management Committee

based on the recommendation of the Director. All staff appointments shall be

reported to the management committee at the earliest.



i. Staff recruitment will be subject to need based requirement. Based on the analysis

of the requirement, the shortlisted candidates will be called for an interview which

will be conducted by the constituted selection panel.

ii. All staff members are appointed with the initial probation period of six months

which can be reduced or extended solely at the discretion of the Director. The

employment is either confirmed or terminated at the end of probation period. The

Institute will issue a letter of confirmation if the employee successfully completes

the probation period. An employee who does not receive his / her employment

confirmation within two years of joining will be automatically terminated.

iii. All letters of appointment are subject to the candidate’s antecedents and

credentials being found genuine and satisfactory. If any discrepancy is found in the

credentials at any time after the issuance of appointment letter, the letter shall

stand cancelled and the employment will be terminated. At the time of employment,

the concerned candidate must submit self-attested photocopies of all certificates

and testimonials along with the originals which will be returned after verification.

iv. Acceptance of employment by a candidate constitutes acceptance of IMT Dubai

rules and regulations as stated in the staff handbook and any other subsequent

modifications from time to time.

5.2.3 Recruitment Requirements

i. Candidates for the post of a ‘Manager’ must have at least a bachelor’s degree.

ii. Candidates for positions in finance & accounts, library, I.T., or maintenance must have a suitable technical qualification in addition to the bachelor’s degree.



5.3 CONDITIONS OF EMPLOYMENT

1. Standards and Principles:

Standard of employment with IMT Dubai (referred to as Employer) is mainly based

on the candidate’s eligibility to be employed in United Arab Emirates (UAE). Failure

to meet the eligibility requirements will result in termination of the offer.

2. Employment Contract:

The employment contract shall be signed by both the parties, i.e. the employee

and the employer (as authorized signatory assigned). The signed contract has

legal obligations.

3. Employment Visa and Passport

All Staff members are required to undergo a medical check-up, whenever required,

prior to their residence visa being approved by the immigration authorities. If the

medical test result is negative, they will be treated as having resigned.

4. Working Hours

The normal working hours are 9:00 AM to 5:30 PM from Sunday to Thursday with

30 minutes break for lunch. The timings for prayer and rest are in accordance with

the prevailing UAE laws.

Employees who are managing essential services will follow a 6-day week from

Sunday to Friday.

5. Work during holidays

In case the staff is regularly required during the weekly off and holidays, prior

approval from the concerned department head is required. The concerned

department head shall forward the same to the administration department. Such

staff will be entitled to get compensatory leave.

Compensatory leave shall remain valid during the financial year (i.e. April to March)

but needs to be taken in a period of one month after it is availed. No encashment

of compensatory leave is allowed.



6. Deduction

IMT Dubai reserves the right to make deductions from the wages of employees for

any overpayment due to unauthorized absenteeism or where leave without pay is

authorized. Deductions are also made due to:

a) Loss or damage of any office equipment, uniform or property.

b) Damage to staff accommodation.

c) Leaving his/her job without giving the required notice d) Cash errors or stock shortages

The concerned employee will be informed in writing about any deductions made.

Upon termination of employment, the employer can deduct from his/her full and

final settlement, any money owed for the value of any damaged property or

equipment which was not settled earlier.

7. Payment of Salary

The salary will be paid through bank transfer either on the last working day of the

month or the first day of the following month.

8. Transfer and Promotion

i) All transfers are as per the discretion of the management. IMT Dubai reserves the right to transfer any employee to another position or any location, should there be a requirement to fill up the vacancy.

ii) An employee may be promoted based on his / her performance evaluation and subject to the approval of the Management Committee.

9. Increment Policy

i) For all full time regular employees, the date of increment will be 1st April every year.

ii) All increments and promotions will be approved by the Management Committee and the termination of non-faculty (staff) will be approved by the Director.

10. Termination of Contract:

During them probation period, the employer may terminate the employment

contract with immediate effect without providing a valid reason or notice. In such

cases, the employer will not be liable to pay end of service benefits or

compensation to the employee.



11. Retrenchment/ Layoff

An employee, at any time, may be retrenched or laid off if he/she is declared

redundant by the Institute due to non-requirement of the position(s) or poor

performance. The Institute will give a written notice of retrenchment/ lay off and

provide termination benefits to the employee as per policy.

i. The Director can terminate the services of any staff after giving due notice as

per their contract terms or on payment of salary.

ii. Contractual appointments may be terminated during the contractual period as

per the terms specified in the contract.

12. Retirement Policy

The age of retirement for all full-time regular employees is 60 years.

The services of any staff beyond the retirement age can be extended based on the

recommendation of the Director and with the approval of the Management

Committee, provided the visa (if applicable) can be processed.



5.4 Policy on Staff Promotions


Responsible for


Contacts HR Officer

Criteria for Promotion

The following list details the criteria for promotion of an employee:

Level of seniority.

Rating in the last performance appraisal.

Recommendation by the respective head of the department and head of

administration.

Availability of the position to which the staff member is to be promoted.

Promotion of any full-time regular employee can be considered after the employee has

completed two years of satisfactory service. However, an employee may be considered

for promotion before the completion of two years of service solely at the discretion of the

Director based on the above criteria.

All promotions shall be based on the evaluation of the staff as per Section 10.

All promotions are subject to approval of the Management Committee.



5.5 Compensation And Benefits For Staff

5.5.1 Gratuity

An employee who completes one year or more in continuous service shall be

entitled to gratuity at the end of their service. The gratuity shall be calculated as

follows:

i. 21 days’ wages for each year of the first five years.

ii. 30 days’ wages for each additional year on condition that the total of the

gratuity does not exceed the wages of two years.

Gratuity is not applicable for an employee being terminated based on the current

UAE labour law or if the employee has resigned prior to completion of one years'

employment

5.5.2 Break-up of Gross salary

All full-time regular employees are given a gross salary with the following break-up:

Basic – 60%

House Rent Allowance – 30%

Travelling Allowance / Other Allowances – 10%

Deduction will be made (as per the guest house policy) from the salary of an

employee who has been provided residential accommodation inside the campus of

IMT Dubai unless the contract or appointment letter mentions otherwise. (Refer

appendix G – Staff Handbook)

5.5.3 Medical Coverage

The Institute would provide medical coverage to all full-time regular employees,

their spouses and two dependent children under the age of 18 as per the terms of

the contract or appointment letter.

5.5.4 Leave Travel Allowance

Leave Travel Policy for IMT Dubai staff is as per Appendix D of Staff Handbook. 5.5.5 Lunch Break

An employee may take half an hour as lunch break between 12.30 pm to 2.00 pm

however, he / she must ensure that at least one person is present in the

department during the lunch break. There is no lunch break during the month of

Ramadan.



5.5.6 Transportation

An employee has to arrange his / her own transportation for coming to and

returning from the office.

5.5.7 Staff Accommodation

i. An employee who is provided accommodation during his / her working contract with the Institute is expected to clean and maintain tidiness of the premises.

ii. Alcohol, drugs, pornographic material, gambling or any other offense against the laws of UAE are strictly forbidden in the accommodation.

iii. An Employee should not damage any property. The cost of damage if any, will be charged to the employee.

5.5.8 Business Travel Reimbursement

The rules for business travel reimbursement are as follows:

a) Foreign Travel

Foreign traveling expenses for employees will be borne by IMT Dubai for the

following purposes:

Placement / Marketing / Admission where the travel expense is pre-

approved in the budget

Work in IMT sister campuses abroad

Any other matters related to IMT Dubai

Note: All foreign travels are subject to prior approval from the Vice President

based on the need of the Institute except travel within GCC region and travel

to India which will be approved by the Director.

All requests for air tickets must be made sufficiently in advance before the

travel date.

Travelling Advance (TA) can be claimed in writing for boarding and lodging

on the basis of approved tour program in the prescribed format.

Travel expenses should be submitted in writing in the prescribed format

within seven days of return from tour, duly supported by the approved tour

program, report and original vouchers. The TA bill should be sent to the

head of the department for approval. Normally, tour advance is given to the

concerned employee only once the tour bill is submitted and the earlier

advances are fully cleared.

Ceiling for stay in hotel and daily allowance applicable to different cadre of

employees and class of travel permissible are indicated in Appendix C.



b) Local Travel:

Reimbursement for use of personal vehicle for official duties is made for each

round trip as per the following norms.

Dubai (all areas excluding Jebel Ali) - AED 35

Jebel Ali / Sharjah - AED 50

Ajman - AED 60

Other emirates including Al Ain - AED 80

In case of any employee traveling by any mode other than own personal vehicle,

the reimbursement for local travel will be based on supporting documents.

An employee will be required to submit his/her claim in writing in the prescribed

format for the amount after each trip within 3 days from the date of journey for the

approval by the Director.

Note: No person is permitted to approve his / her own expenditure of any kind. In

all cases, the bills shall be recommended by the concerned Head of the

Department. All bills shall be verified by HR & Administration Department. The

expenses of the Director will be approved by the Management Committee.

5.5.9 Final Settlement in the event of Death

In the event of death of an employee while in service, settlement of his / her dues

will be as in the case of resignation.

In case the family is not living in UAE and the employee dies while in service, the

Institute will have to cancel his / her passport in the local embassy, take necessary

permissions and documents from the police for taking the body to his / her native

place. The settlement of dues will be carried out as per UAE laws.



5.6 Leave Policy For Staff

5.6.1 Leave Sanctioning Authority

Leave application will be submitted in writing to the head of department. The head

of department with his / her recommendations will submit it to the sanctioning

authority as listed below:

i. For staff – Head of the department and head administration

ii. For all the head of departments – The Director

5.6.2 Types of Leave

The types of leave are as follows:

a) Annual Leave

The leave calendar year is from April 1st to March 31st

The annual leave is organized as follows:

i. For every year of service, an employee is entitled to two working days leave for every month if his / her service is more than six months and less than one year.

ii. An employee is entitled to a minimum of twenty four working days annually, if his / her service exceeds one year.

iii. A minimum of 15 working days of leave has to be taken in a year (between April 1st and March 30th).

iv. 9 working days leave can be carried forward

v. In case of campus closure, a compulsory leave has to be taken. For 2017-2018, the campus will close from Friday, December 22nd, 2017 to Monday January 1st, 2018. 5 days of leave will be automatically deducted from the leave accrued.

Leave application must be filled with full contact address, telephone number and

submitted to the administration department before one month prior to

commencement of any leave period.

Transition period: for leave already accrued, the total number of days accrued by

an employee will be converted from calendar days to working days using the

formula *5/7 (rounded up). If this number is above 40, the employee won’t be

entitled to any carry forward until the number of days accrued falls under 40

working days.



b) Sick Leave

As per UAE Labor laws, all staff members are entitled up to 90 consecutive or

intermittent days of sick leave. Details as follows:

First 15 days: Full pay

Next 30 days: Half pay

Between 46-90 days: Leave without pay

Sick leave cannot be carried forward.

c) Maternity / Paternity Leave

i. A female working employee is entitled to 45 days’ maternity leave with full pay

which includes the period before and after the delivery, provided she has served

continuously for not less than one year.

ii. The maternity leave is granted with half pay if she has not completed one year

of service.

iii. At the end of the maternity leave, a female working employee has the right to

extend her maternity leave for a maximum period of l0 days without pay.

iv. This unpaid leave can be continuous or interrupted, if the interruption is caused

by illness which prevents her from coming to work. The illness must be

confirmed by a certified government physician licensed by a competent health

authority.

v. Maternity leave in either of the above cases is not deducted from any other

leave that a female employee is entitled to.

vi. During the 18 months following delivery, a female employee who nurses her

child has the right to have two daily intervals which do not exceed half an hour

each for the purpose of nursing her child. These additional intervals are

considered part of her working hours and no deduction in wages can be made.

vii. Paternity leave will be granted for 7 days, including those on probation.

viii. Eligibility for maternity / paternity leave would be up to a maximum of two

children.

d) Bereavement

Bereavement leave is granted in case death of a close family member for a period

of 4 days as may be defined by the UAE law from time to time.

e) Encashment of Leave

All staff members are entitled to encash his / her accumulated annual leave only at

the time of retirement/separation from IMT Dubai.



5.6.3 General Conditions of Leave

i. Annual leave will be pre-sanctioned in writing on a prescribed form available at HR office.

ii. Annual leave cannot be taken more than thrice a year.

iii. All type of leaves will be calculated on the basis of the financial year, i.e. from 1st April to 31st March. Annual leave and sick leave will be credited at the end of the financial year. Annual leave cannot be availed unless the employee is confirmed or has completed one year of service.

iv. Sick leave beyond one day will be sanctioned based on submission of evidence of illness supported by a medical certificate from a registered medical practitioner. A disciplinary action can be taken against an employee who fails to submit evidence related to his / her medical conditions.

v. Sanction of all leaves is at the discretion of the sanctioning authority. In the event of exigencies of work, leave of any kind may be refused or curtailed by the sanctioning authority.

vi. An employee who avails his / her sanctioned leave and does not resume work after the completion of the said leave will be subject to disciplinary action.

vii. Leave availed without prior approval or information to their respective Head of Departments will be treated as unauthorized and will be subject to disciplinary action.

viii. Leave will not be granted to an employee if:

A competent authority is enquiring about his / her acts of indiscipline.

He / she has been terminated from the services of IMT Dubai.

He / she has resigned from IMT Dubai. ix. No leave can be clubbed with any other types of leave without prior approval

from the Director.

5.6.4 Official Public Holidays

An employee is entitled to an official holiday with full wage on the following

occasions:

Occasion Time Off

1. Hijri New Year’s Day one day

2. Gregorian New Year’s Day one day

3. Eid Al Fitr (end of Ramadan) two days

4. Eid Al Adha and Waqf three days

5. Prophet Mohammed’s Birthday one day

6. Isra and Al Miraj one day

7. National Day one day



The date(s) on which the above official holidays fall depend on the Ministry’s

announcements, which are published in the local newspapers shortly before they

occur.

On the occasion of an employee’s religious festival, he / she can avail such

holidays twice in a year with prior approval of the Director.



5.7 Staff Evaluation Policy


Responsible for


Contacts HR Officer

At the end of every year (April to March), the performance appraisal of each staff will be

made by Administrative Staff Appraisal Committee (ASAC). The members of the

Committee will be:

a) Director – Chairman

b) Head – Administration

c) Head of the Department

d) One faculty nominated by the Director

The appraisal of the head of administration will be done by the Management Committee

on recommendation of the Director.

The ASAC will consider the following inputs:

a) A written appraisal from the respective Heads of the Departments of the employee

being appraised.

b) Review of his/her Personal File considering key areas like attendance,

absenteeism, performance, interpersonal behavior, etc.

c) A written appraisal will be forwarded by the Director for the head of departments

Based on the above inputs, the performance evaluation will be done according to ten

qualitative parameters listed below:

1. Work efficiency and effectiveness

2. Domain Knowledge

3. Dependability & Loyalty

4. Interpersonal relationships

5. Communication ability

6. Problem Solving

7. Ability to guide subordinates

8. Organized and systematic

9. Initiative

10. Punctuality



Based on the Annual Appraisal, the ASAC will suggest the annual increment/promotion to

the Director, who will then recommend to the Management Committee for approval.

The performance of each employee will be monitored and reviewed by the head of the

departments as per the appraisal criteria on an annual basis. The head of the department

will inform the concerned employees working under them about their performance in their

respective roles and responsibilities. Suggestions for performance improvement, wherever

needed, will also be communicated to the employees by their respective head of the

department at the end of each annual review. All such performance reports will be

submitted to the office of the Director within 10 days.

Please refer Appendix B of Staff Handbook - Administrative Staff Appraisal Form



5.8 Staff Professional Development Policy


Responsible for


Contacts HR Officer

a) The Management recognizes that continued success is dependent on the provision

of an adequate number of trained employees at all levels within the IMT Dubai. In

order to make this possible, the head of the departments along with HR identify

their staff development needs during the appraisal process and ensure that their

needs are addressed accordingly.

b) IMT Dubai provides opportunities for career development and training to all its

employees.

c) Training opportunities will be based on the job requirements and career

development will be based on employee’s abilities and merit.

d) Announcement of training programmes are extended to relevant employees

through the head of the department and HR. Employees who wish to enroll will be

required to have prior approval from the head of the departments.

e) The head of the departments may allow paid release time to attend such trainings

provided that the course / workshop is related to an employee’s existing or future

position to which an employee might be promoted.



5.9 PROFESSIONAL CONDUCT CODE FOR STAFF

IMT Dubai upholds a set of standards that govern its global activities and

stakeholder relationships. The standards mentioned below are the ethical

foundations of the Institute and apply to all transactions / dealings undertaken at

the Institute. IMT Dubai believes that all employees must be aware of and abide by

its values and policies.

1. An employee is expected to maintain a high standard of discipline, good conduct

and behavior.

2. Being in a high-end service industry of providing Education and Executive Learning

and Development, it is of utmost importance for all IMT Dubai employees to

present themselves in an acceptable manner.

3. An employee is expected to be enthusiastic, honest and professional in all dealings

with various stakeholders of IMT Dubai.

4. An Employee should be regular in attendance and punctual in maintaining office

timings.

5. An Employee should fully devote his / her time serving the IMT Dubai and not

engage directly or indirectly in any trade, business, occupation or any other

educational business whether part-time, honorary or otherwise.

6. An Employee should not enter into any monetary dealings with IMT Dubai’s

suppliers, contractors, students or accept any presents in any form.

7. An Employee going out during office hours must always take permission from their

respective head of the departments. Permission of next higher authority must be

obtained in case of her/his head of department is not available

8. An Employee should endeavour to continuously promote the interest of IMT Dubai.

He / she should serve the Institute, its associates/branches in India/ abroad

whether existing or to be established in future.

9. An Employees should intimate to IMT Dubai in writing about any change in his / her

residential address.

10. An Employee should not disclose any information or divulge any secret of IMT

Dubai pertaining to its affairs.

11. An Employee should not remove books, articles, pictures, documents or any other

assets under his / her control or from any other place of IMT Dubai without prior

permission from the Director



12. Whenever money or property of IMT Dubai is placed in the possession of an

employee, it becomes his / her absolute responsibility to take care of it and render

a proper account for the same.

13. Misleading/misinforming any employee within or outside the boundaries of IMT

Dubai premises with the purpose of spreading negative sentiments detrimental to

the functioning of the Institute will lead to disciplinary action.



5.10 Staff Disciplinary Policy


Responsible for


Contacts HR Officer

IMT Dubai has set guidelines wherein a staff member may be discontinued from working

before the end of his/her contract. The conditions under which this applies may relate to

poor performance, financial exigency, resignation and any other ground which IMT - Dubai

may deem fit.

All employees are expected to maintain a high standard of discipline, good conduct and

behavior. They are required to follow the rules and procedures issued by the Director from

time to time. Violation of this will be considered as ‘misconduct’ and the concerned

employee will be liable for disciplinary action.

5.10.1 General Misconduct

Without prejudice to the general meaning of the term ‘misconduct’ the following acts will

constitute misconduct on part of an employee:

1. Wilful disobedience, whether along or in combination with others of any lawful and

reasonable order of a superior.

2. Theft, fraud or dishonesty in connection with IMT Dubai’s business or property.

3. Taking or giving bribes or any illegal gratification whatsoever.

4. Habitual late attendance and absence without leave or without sufficient cause.

5. Negligence or neglect of work.

6. Habitual Indiscipline.

7. Causing damage to work in process or to any property of IMT Dubai due to

negligence or with intention.

8. Threatening or intimidating any fellow employee.

9. Providing false information of any kind at the time of seeking employment or for

securing any facility given by IMT Dubai.

10. Providing false information or submission of false certificates for the purpose of

securing any privilege granted by IMT Dubai.

11. Encourage or attempt any of the above acts of misconduct.

12. Sexual advances or harassment of employees, students, visitors or any obscene

gestures or behavior.



5.10.2 IT Related Acts of Misconduct (With respect to the use of public Internet and Institute Intranet)

1. Dissemination of sensitive information and sharing of user IDs, passwords, IP

addresses etc.

2. Accessing, downloading or distribution of any form of confidential

information about other employees of IMT Dubai, its stakeholders or any

obscene and offensive material.

3. Accessing, downloading or distribution of any message, graphics or pictures that

might result in bullying or harassment on account of age, color, gender, race etc.

4. Sending unofficial mass e-mails through intranet / extranet, seeking to malign

colleagues, co-workers or seniors.

5. Accessing unauthorized activities like online gambling, downloading unauthorized

software, etc.

6. Usage of offensive and inappropriate words, phrases and sentences or taking

private grudges & grievances to a public forum through intranet / extranet / internet

and social networking sites like Twitter, Facebook, LinkedIn etc.

7. Plagiarism in any form (presenting other’s ideas as one’s own or taking credit for

another people’s work or effort).

5.10.3 Disciplinary Actions

As per the UAE Law, IMT Dubai will impose the following disciplinary measures on

the employee:

1. Warnings.

2. Fines.

3. Suspension from work with a decrease in wages for not more than 10 days.

4. Prevention or postponement of periodic allowances.

5. Deprivation of promotions.

6. Termination of service without prejudice.

7. Termination of service and forfeiture of all or some of his / her gratuity. This

punishment cannot be imposed for any reason other than those mentioned

in Article 120 of the Law.

As per the UAE law any employee of IMT Dubai who deems to breach the

standards of performance and conduct will be subject to the following disciplinary

actions:



1. No more than one punishment can be imposed for one violation. A

disciplinary punishment cannot be accompanied with a deduction of part of

the employee’s wages.

2. The punishments detailed above can be imposed on an employee unless

informed of the violation in writing and given a chance to defend himself /

herself. The employees’ statement and defense will be noted and written in

his / her personal file.

3. An employee will be informed in writing of the punishment imposed on him /

her stating its type and reason.

An employee may be temporarily suspended from work when he / she is accused

of committing a deliberate crime such as physical assault, property damage,

financial crime, crimes of honor or going on strike.

1. The suspension shall take effect from the date IMT Dubai is informed of the

incident until a decision is taken. An employee will not be entitled to his /

her wages during the suspension period.

2. An employee will be allowed to resume work and given full wage for the

suspension period if he / she is free from standing trail.



5.11 Staff Grievance Policy and Procedures


Responsible for


Contacts HR Officer

Staff Grievances

a) IMT Dubai seeks to achieve and maintain good employee relations and

harmonious working conditions. To achieve this, IMT Dubai will resolve

grievances at the lowest possible level and respond promptly.

b) Any member of the staff who has a grievance should first approach his / her

head of the department for satisfactory resolution who will meet the employee

within 3 days of the complaint to discuss the problem and investigate the

matter before taking a final decision.

c) In case the issue is not resolved to the satisfaction of the employee within 15

days thereafter, he / she may approach the next higher level to discuss his /

her concerns. If the employee is still not satisfied, then he / she may file a

formal complaint with the head administration who will refer the case to the

Director.

d) The Director after initial review will refer the matter to the standing grievance

committee, constituted by the Director, to investigate the grievance within one

week of receiving such written complaint. The Committee will investigate and

give its verdict to the Director who will then inform the employee.

e) In case the issue remains unresolved despite personal hearing, the employee

may send a written memorandum to the Director, whose decision on the issue

will be final



SECTION 6: STUDENTS

6.1 Admissions Policy – Undergraduate Programs

Policy in-charge Director, Dean

Responsible for

Implementation Office of Admissions

Contacts Registrar

6.1.1 Undergraduate Admissions Requirements

a) Satisfactory Academic Standing

Applicants to the undergraduate programs must be holding a recognized and

official secondary school certificate. Applicants are expected to have a CGPA

of at least 2.5 on a 4.0 scale.

b) Minimum Requirements

Below are the minimum requirements from some global curricula (if yours is not

listed, please contact our admissions office).

Qualification Minimum Requirement

American High School Diploma Overall average of Grade “C” (70% or

2.5/4.0)

Ordinary (O) Levels, AS Levels and/or

A Levels

with at least 7 GCE/GCSE/IGCSE

subjects Minimum 3 B’s and 4 C’s

CBSE Indian Examination Board 55% overall in grade 12

International Baccalaureate Diploma 26 Points

Shahadat Al-Thanawiya Al-

Amma (Secondary School Leaving

Certificate)

70% overall in Grade 12

WAECO/NECO Senior School Certificate

Examination

Minimum 3 “B” and 4 “C”

c) Proficiency in English

Applicants whose native tongue is not English are required to take any one of

the English Proficiency Test and obtain a minimum score as follows:



English Language Test ENTRY SCORE *

1 IELTS (Academic) 5.0

2 Paper-based TOEFL 500

3 Internet-based TOEFL 61

4 Computer-based TOEFL 173

5 Pearson PTE (Academic) 36-41

6 Cambridge English Advanced Overall score of 41

7 EmSAT 1100-1225

8 IESOL/SESOL City and Guilds B1/B2 Borderline

(B1 First Class Pass); must get B1 in all

four components

6.1.2 Students Admitted on Probation

Applicants with the following conditions will be admitted provisionally to an

Undergraduate Program.

i. CGPA of below 2.50 on a scale of 4.00 or its equivalent score; and/or

ii. TOEFL score of 450 (139 CBT, 51 iBT) or its equivalent

iii. Equivalency certificate not submitted

Students admitted on academic probation must achieve an overall CGPA of 2.00

on a 4.0 scale or its established equivalent in the first semester.

Provisionally admitted students will not be allowed to take the full course load. An

Academic Standing Committee will look into provisionally admitted cases and

recommend to the Dean/Program Chairperson, the maximum course load for the

students. Based on the recommendations, the Dean/Program Chairperson will then

decide on the course load of the students.

6.1.3 Admissions Process

a) Document Submissions

To apply, candidates who fulfill the eligibility conditions should complete the

Application form along with the following documents:

Attested copies of Grade 10th & 12th marksheets

A Statement or Certificate of Completion of secondary school.

Original TOEFL, IELTS, PTE A or ITP score card (refer to 2.1 b)

2 passport-sized photographs.



Copy of the passport (and Residence Visa, if resident in the UAE).

Copy of Emirates ID

Additionally, if you are seeking advance standing in your chosen program, you must submit the following:

Certified copies of official academic transcripts showing all courses studied and grades obtained

Syllabus details (including information on course content) of the courses you successfully completed

b) Application Screening

The Office of Admissions shall review the applications within three days from the date of receipt and will notify the students about the status of admission.

c) Issuance of Offer Letters

Applicants who have met all the admissions requirements will be issued a

conditional acceptance letter for joining the bachelor’s program.

d) Admissions Deadlines

Admission deadlines have been set as 1 week before classes start.

6.1.4 Attestation of Documents

All applicants for admission are required to obtain equivalency of their Secondary

School leaving qualifications from the UAE Ministry of Education located in Dubai,

UAE. The equivalency process is dependent upon whether the student has

completed his/her Secondary Schooling within the UAE or outside the UAE.

Applicants who complete Secondary Schooling within the UAE

Applicants must obtain an Equivalency Certificate issued by the Ministry of

Education for secondary schooling studies undertaken in the UAE.

Students who are unable to obtain their Equivalency Certificate will be

provisionally admitted to IMT Dubai and are permitted to commence the first

semester of study, subject to the student obtaining an Equivalency Certificate.

Applicants who complete Secondary Schooling outside the UAE

These applicants are provisionally admitted to the University and are permitted

to commence the first semester of study. However, they must have their

Secondary School Records and Certificates of Completion certified by:



a. The issuing Board of Secondary Education or a recognized authority for

secondary education in the host country in which the applicant completed

their education

b. The Ministry of Foreign Affairs in that host country

c. The UAE Embassy in that host country

Additionally, the UAE Ministry of Education and Youth in Dubai, must attest all

secondary school certificates and transcripts issued outside the UAE.

In special cases where complying with the above mentioned conditions are not

feasible, the certificates may be verified against originals by Embassies in the

UAE and UAE Ministry of Foreign Affairs.

An applicant who is unable to secure the Equivalency Certificate as outlined

above will be asked to sign a “Consent to Provide Documents” form agreeing to

secure the equivalency. The applicant will be permitted to commence his/her

studies at IMT DUBAI, but will be given a maximum of one (1) semester to

obtain the equivalency certificate within this time period.

Failure to provide any conditions of their admission will result in suspension

from the program.

For more details, please visit the following link.

https://www.moe.gov.ae/En/EServices/ServiceCard/Pages/UniversiyCertificateEqui

lization.aspx

6.1.5 Admissions Committee

a) The entry requirements to the Institute are determined by the Board of

Directors. However, Office of Admissions is responsible for applying these

requirements and for the implementation of this policy. Application forms and

all supplementary information will be available with the Office of Admissions.

b) All applicants will be reviewed and evaluated on an individual basis. All

documents received by IMT Dubai in connection with the applications for

admissions will become the property of the Institute. Original documents will be

cited by the Registrar and attested copies will be kept as records in student

files.

c) The Admissions Committee will ensure the admissions at the Institute are

according to ministry standards. They will review admission policies and assess

the annual admissions activities.

https://www.moe.gov.ae/En/EServices/ServiceCard/Pages/UniversiyCertificateEquilization.aspx




6.2 Admissions Policy – Graduate Programs

Policy in-charge Director, Dean

Responsible for

Implementation Office of Admissions

Contacts Registrar

6.2.1 Graduate Admissions Requirements

a) Satisfactory Academic Standing

Applicants to the graduate program must have an undergraduate degree

(Bachelor’s degree) from an accredited university recognized by MOEHSR,

UAE with a CGPA of 3.0 and above on a 4.0 scale or its equivalent score.

b) Proficiency in English

Applicants whose native tongue is not English are required to take any one of

the English Proficiency Test and obtain a minimum score as follows:

English Language Test ENTRY SCORE *

1 IELTS (Academic) 6.0

2 Paper-based TOEFL 550

3 Internet-based TOEFL 79-80

4 Computer-based TOEFL 213

5 Pearson PTE (Academic) 50-57

6 Cambridge English Advanced Overall score of 52

7 EmSAT 1400-1525

8 IESOL/SESOL City and Guilds B2 Pass

The English language proficiency requirements can be waived under the

following circumstances, on a case-by-case basis. (Institutions to be checked

with the Registrar’s Office)

1. If you are a native English speaker and completed your undergraduate

education in the English language at an institution in a country where

English is the official language.

2. If you have received your undergraduate degree from an institution, where

English is the language of instruction and the university requires a TOEFL



score of 500 or its equivalent test score approved by MOEHSR, UAE, at the

time of your admission to that undergraduate program.

c) Work Experience

Students applying for Executive MBA program must possess a minimum of

three years of work experience.

6.2.2 Students Admitted on Probation

Applicants with the following conditions will be admitted provisionally to a Master degree program. i) CGPA of below 3.00 on a scale of 4.00 or its equivalent score; and/or ii) TOEFL score of 530 (197 CBT, 71 iBT) or its equivalent iii) Equivalency certificate not submitted

Students admitted on academic probation must achieve an overall CGPA of 3.00 on a 4.0 scale or its established equivalent in the first semester or first nine credit hours of credit bearing courses. Provisionally admitted students will not be allowed to take the full course load. An Academic Standing Committee will look into provisionally admitted cases and recommend to the Dean / Program Chairperson, the maximum course load for the students. Based on the recommendations, the Dean / Program Chairperson will then decide on the course load of the students.

6.2.3 Admissions Process

a) Documents Submission

All applicants must submit the following documents for admission to the master

degree program.

Resume reflecting educational and professional experience – whenever is

there a doubt the student would have to provide a company letter

supporting the resume provided.

Admission essay reflecting the motivations of the student for applying to

IMT-Dubai with a minimum of 300 words.

Copies of all academic transcripts and certificates (High School and

Bachelor Degree). In case the bachelor degree is not yet issued by the

University, then a provisional degree completion certificate/course

completion letter from the University/College must be submitted.

Proof of English language proficiency (IELTS / TOEFL / PTE A)



If completed: Graduate Management Admissions Test (GMAT) or the

Combined Admissions Test (CAT) results

Passport size pictures (4)

Passport copy

Emirates ID (if available)

Additionally, if you are seeking advance standing in your chosen program, you must submit the following:

Certified copies of official academic transcripts showing all courses studied and grades obtained

Syllabus details (including information on course content) of the courses you successfully completed

b) Application Screening

The Office of Admissions shall review the applications within three days from

the date of receipt and will notify the students about the status of admission.

c) Personal Interview

Eligible candidates must clear the personal/Skype interview arranged by the

Office of Admissions.

d) Issuance of Offer Letters

Applicants having met all the admissions requirements and successfully

completed the personal/Skype interview will be issued an acceptance or

conditional acceptance letter and a financial support letter for joining the master

degree program.

e) Admissions Deadlines

Admission deadlines have been set as 1 weeks before classes start.

6.2.4 Attestation of Documents

All applicants for admission are required to obtain equivalency certificate of their

Bachelor’s degree from the UAE Ministry of Education located in Dubai, UAE. The

equivalency process is dependent upon whether the student has completed his/her

degree within the UAE or outside the UAE.

Applicants who completed their Bachelor degree outside the UAE



In these circumstances, they will be provisionally admitted to the University and

permitted to commence the first semester of study. However, they must have their

Bachelor degree and transcripts/mark sheets certified by:

1. The issuing University and/or recognized authority for tertiary education in the

host country in which they completed their education.

2. The Ministry of Foreign Affairs in the host country

3. The UAE Embassy in that host country

4. The Embassy of the host country in UAE must attest the authenticity of the

documents and attestations.

Additionally, the UAE Ministry of Higher Education and Scientific Research must

issue an Equivalency Certificate. Applicants must have a valid UAE residency visa

when applying for an Equivalency Certificate.

In special cases where complying with the above mentioned conditions are not

feasible, the certificates may be verified against originals by Embassies in the UAE

and UAE Ministry of Foreign Affairs.

An applicant who is unable to secure the Equivalency Certificate as outlined above

will be asked to sign a “Consent to Provide Documents” form agreeing to secure

the equivalency. The applicant will be permitted to commence his/her studies at

IMT DUBAI, but will be given a maximum of one (1) semester to obtain the

equivalency certificate within this time period.

Failure to provide any conditions of their admission will result in suspension

from the program.

For more details, please visit the following link. https://www.moe.gov.ae/En/EServices/ServiceCard/Pages/UniversiyCertificateEquilizatio

n.aspx

6.2.5 Admissions Committee

The entry requirements to the Institute are determined by the Board of

Directors. However, Office of Admissions is responsible for applying these

requirements and for the implementation of this policy. Application forms and

all supplementary information will be available with the Office of Admissions.

All applicants will be reviewed and evaluated on an individual basis. All

documents received by IMT-Dubai in connection with the applications for





admissions will become the property of the Institute. Original documents will be

cited by the Registrar and attested copies will be kept as records in student

files.

The Admissions Committee will ensure the admissions at the Institute are

according to ministry standards. They will review admission policies and assess

the annual admissions activities.



6.3 Policy For Advanced Standing/ Recognition Of Prior Learning (RPL)/

Transfer Credits


Responsible for

Implementation Dean / Program Chairperson

Contacts Registrar

6.3.1 Advanced Standing Policy

IMT-Dubai allows advanced standing based on recognition of prior learning (RPL)

leading to credit waiver. Any candidate applying for RPL must submit transcripts

and relevant curriculum / course outline of the courses based on which he/she is

asking for credit waiver. The decision of the credit waiver will be taken by the

committee for advanced standing that is composed of the Dean, Program Chair,

relevant Faculty member and the Registrar.

Based on the committee recommendation a maximum of 25% of the courses in

any program can be exempted.

Types of Advanced Standing

a. Advanced Standing with Credits

Advanced standing with credits are granted to students who have undergone UAE

Recognized Professional Qualifications, Study Abroad Programs, Internships, and

Internationally Recognized Training Programs.

The criteria to grant an advanced standing with credits are as follows:

a) Course requirements

b) Course content

c) Learning outcomes

d) Assessment methods

e) Contact hours

f) Grades achieved

A maximum of 25% of credits hours can be waived under this policy.



b. Advanced Standing without Credits

Advanced standing without credits are granted to students on the basis of their

work or life experiences.

The criteria to grant an advanced standing without credits are as follows:

a) Professional portfolio

b) Work experience certificates

c) Completed projects

d) national/international recognitions

Should the Institute grant an advanced standing without credit points, a student is

required to take a course with equivalent credit points as a replacement for the

course, which the advanced standing is granted.

6.3.2 International Exchange (for Graduate students)

Students can opt for International Exchange from 3rd Semester onwards i.e. in

the second year of study. They can earn up to 50% of credits of MBA program

at a partner institution having specific agreement to that effect with IMT-Dubai.

Such students who opt for full year exchange are exempted from academic

requirements pertaining to 2nd year of study of IMT-Dubai.

To be considered for an International Exchange, a student must have a

satisfactory academic record with a minimum CGPA of 3.0 at the end of first

year. Students on academic probation in first and/or second semester are not

eligible for international exchange.

Interested students can submit a written request to the Head of the Committee

of International Relations substantiating the reasons for applying for the

Exchange Program. International Relations (IR) will accept applications only

from students whose CGPA is 3.00 or above at the end of first semester with

the condition that CGPA is maintained at the end of their second semester.

After review, the committee will nominate the student. The decision taken by

this committee will be final. List of partners will be informed from time to time as

upgraded.



6.4 Fees Policy


Responsible for

Implementation Accounts Department

Contacts Accounts Executive

1. The fees from the students normally will be charged in installments (every semester /

module).

2. The payment may be done either through a Local Cheque payable to “Institute of

Management Technology FZ LLC” or through Wire Transfer to the Institute’s Bank

Account.

3. Student's name should be clearly mentioned in wire transfer.

4. Bank charges are to be borne by the remitter.

5. The exchange rate for conversion of USD to AED is taken as 1 USD = 3.65 AED

6. IMT-Dubai reserves the right to change its fees and will notify all students of changes,

if any.

6.4.1 Late Fee Policy

1. It is the responsibility of students to pay all fees on time. Students must plan their

finances well in advance so that they have sufficient funds to pay their fees before

the relevant deadlines.

2. Students who do not pay their fees by the due date for each installment , will

be charged a Late Fee fine of AED100 for the first week and AED200 for each of

the next three weeks from the due date.

3. After four weeks from the Due Date of payment the student will be automatically

withdrawn from the course for which the fees are outstanding and their enrolment

will be cancelled.

4. Students will not be allowed to enroll in the subject again that semester or any

subsequent semester until all outstanding fees (including any relevant penalty

charges) are paid in full.

5. No student will be allowed to answer the Final Exam if any fees are outstanding.

6.4.2 Fee Refund Policy


1. A fee of AED 4000 will be deducted from the Confirmation Fee.

2. Any costs incurred for Visa / books which has been paid by the student

will not be refunded.
















1. After 2nd Week of the commencement of the Program, there will be no

refund and 100% Fee amount paid towards 1st Semester will be

forfeited.

Please note that the above Fee Refund policy is applicable irrespective of whether

the student attended classes or not after the commencement of the Program.

6.4.3 Disputes and Arbitration

The Institute’s decision on any and every subject will be final and binding and

disputes of any nature will be dealt with under U.A.E. jurisdiction.



6.5 Student Records & Information Release Policy


Responsible for

Implementation Registrar’s Office

Contacts Registrar

IMT-Dubai believes in the principle of a good recordkeeping program which can ensure

accountability to decisions and actions by providing essential evidence in the form of

records.

The institute has identified the following benefits of good recordkeeping practices:

better performance of various activities in the institute;

support for consistency, continuity and productivity in management and administration

documentation of institutes’ activities, development and achievement

support for research and development activities.

protection and support for any litigation which may arise including the better

management of risks associated with the existence or lack of evidence in University

activity;

The institute will follow a sound recordkeeping practices which will make its business

accountable and efficient, ensure effective service delivery and the documentation for

future references.

a) Policy Statement

The records keeping system is:

planned

positioned at the most effective level within the organizational structure of the

institute

implemented throughout the organization

ensuring that the formal responsibility for all aspects of the records management

program is appropriately assigned

taking care of appropriate skills of personnel

audited regularly

Outcomes to be achieved through the implementation of the records keeping system

include:

The provision of records keeping services directly to different functional

departments and assistance for departments to manage their records.

better management of the risks associated with the existence or lack of evidence



of organizational activity

recordkeeping infrastructures which help minimize the risk of mismanagement or

corruption

improved access to records and improved decision making

better performance of business activities in the institute

better accountability

b) Recordkeeping System

IMT-Dubai has established a recordkeeping program to ensure that institute records

are adequately created, managed and archived in the course of business.

c) Recordkeeping Areas and Release of Records

The major areas identified for this purpose are:

Students

A student’s education records are defined as files, materials, or documents including

those in electronic format that contain information directly related to the student and

are maintained by the institution.

Application form

Personal Details: the student’s name, address(es), telephone number(s), e-mail

address, photographs, birth date and place, program undertaken, dates of

attendance, credential awarded

Certificates and Transcripts of all documents.

Admission letter, visa copies, passport copies

Enrollment and registration to the program

Current transcripts of the semester exams

Health and counseling records

Miscellaneous relevant documents

Access to a student’s education records is available to authorized officials of the

institute for purposes of recording grades, attendance advising, academic progress

review etc. The confidentiality of student information is maintained and periodic

reviews will be made in order to check the efficacy of the system. There will be no

disclosure of student records to any third party unless a student gives permission in

writing. The only exception to this is to official accreditation bodies conducting a

review.

Students may request at any time to see the contents of his / her education records,

including grades, records of attendance and other relevant information. This request

must be made in writing and submitted to the Director.

The students may suggest and discuss reviews of their records. Such request can be



put up in advance before the Academic Dean. In case, any change is desirable on

account of certain errors, request for review of the same may be put up before the

Academic Dean. A formal review will be done by competent authorities and the

student will be given opportunity for proper hearing and present evidences. The

decision will then be communicated to the student and recorded with all the

proceeding papers intact.

Student records will be kept on file for a period of five years, with the official transcript

on file for the lifetime of the student. Student records, with the exception of official

transcripts, will be disposed of by shredding all relevant materials.

Official transcripts will be issued to the students through the Registrar’s office. In case

a student loses / wants a duplicate copy of the original Mark Sheet/Certificate/Diploma

or any other document issued by Academic Office, he/she can request for the

duplicate copy with the pre-payment.

The Registrar has the authority to access the student records. The Registrar will have

the right to manage and update student records on receiving the final authorization by

the Academic Dean. Periodically, the Registrar in consultation with the Dean will

review the retention and disposal of records.

The Confidentiality of the students information will be maintained and periodic reviews

will be made in order to check the efficacy of the system.

d) Facilities Developed for Implementation

The institute has student records for all credit courses taken.

Facilities have been generated for official and original student academic records

keeping under the supervision of the Registrar.

Policy for maintaining complete back-up files in form of facsimiles and electronic

data banks is on place. A vault for this purpose is on place.

Arrangement for maintaining one set of copies of the data in a suitable location

outside the IMT-Dubai is provisioned for and accessible to the Registrar.

e) Electronic Records

Electronic records are records which are communicated and maintained by means of

electronic equipment and as such are a part of the recordkeeping program at IMT-

Dubai

f) Policy Management

An integral part of the recordkeeping system at IMT-Dubai will be the development of

systems to create, capture, codify and disseminate institutes policy to the members of

the institute.



g) Standards, Legislation and Regulations

The recordkeeping program at IMT-Dubai will follow the relevant rules and guidelines

prevailing in the U.A.E., in particular the rules related to giving access to records or the

information to the authorities concerned and the agencies outside the IMT-Dubai

community.

h) Backup Policy

All records are backed up and stored on the IMT-Dubai server.



6.6 Career Service Policy


Responsible for

Implementation Office of Career Services

Contacts Career Services Officer

The aim of the office of career services is to provide a platform for fresh graduates to

confidently step into the corporate world. To guide these students into the corporate world,

IMT-Dubai offers professional advice and career counseling by qualified experts, who lead

our students from the point of deciding which career path to choose to develop their

credentials using Curriculum Vitae Workshops, team building exercises and mock

interview sessions. These do not just enhance the student’s development process but also

imbibe in them the confidence required to tackle real world situations.



6.7 Residential Life Policy

Policy in-charge Chairperson Students Life

Responsible for

Implementation Facilities Department

Contacts Facilities Manager / Chairperson Students Life

The Institute provides students with a safe and well-maintained living / learning

environment that supports individual progress. We offer our students quality services and

residential life in a caring and responsible manner.

IMT-Dubai has clear guidelines for what constitutes inappropriate behavior in student

housing. There are a number of important rules and regulations that govern student

housing. These guidelines can be found in the “Residence Hall Manual”. It is the

responsibility of students to abide by these rules at all times.

The Institute oversees security, receives and arranges for maintenance and repairs,

provides housekeeping facilities, handles roommate conflicts and general complaints,

enforces housing rules and regulations, and offers emotional support to students to ensure

a safe, comfortable, and peaceful living and learning environment.

6.8 Student Finance Policy

IMT-Dubai provides academic excellence scholarships based on previous qualifying

exams and any relevant competitive tests. These are applicable only to the undergraduate

& graduate programs (BSBA & MBA only).



6.9 Student Disciplinary Policy


Responsible for


Contacts Registrar

a) Policy and Procedure regarding Student Conduct

IMT-Dubai expects its students to employ reason, show respect to others, and

take responsibility for their action. With regard to their personal behavior and

attitude towards others in the society, students are expected to respect the

religious beliefs, values and heritage, law and order, property and rights of

others. By their own initiative, students are encouraged to display a sense of

personal honor and integrity, and to conduct themselves in a manner becoming

an IMT-Dubai student.

Any student who violates the above mentioned standards of academic and /

or personal conduct exposes himself/herself to disciplinary measures under

IMT-Dubai rules.

b) Non Academic Misconduct

The Office of Student Services is responsible for student discipline pertaining to

non-academic conduct.

When a student engages in conduct that is inappropriate as per the Code of

Conduct / Residence living manual; Office of Student Services will nominate a

Disciplinary Committee. The committee will be comprised of three persons.

They will look into the matter and hear the concerned parties. They will then

make a recommendation to the Director who will then impose appropriate

sanctions based on the recommendations.

Any non-academic violation may have the following disciplinary consequences:

Warning: verbal or written warning to the concerned student

Suspension: for a period of time

Dismissal: from the Institute

Payment of Damage: Fines and other penalties may be imposed in case a

student commits breach of Institute rules resulting in any loss / damage to

Institute property; misuses Library / computing / communications facilities

If the concerned student is not satisfied with the decision, he/she can lodge an

appeal with the director.

The decision of the Director is final and no further appeals can be made.



c) Academic Misconduct

All cases of Academic misconduct will be reported immediately to the Dean-

Undergraduate Program.

The Dean- Undergraduate Program will constitute an Academic standing

Committee who will hear the student during the day after which the incident

occurred.

The committee shall analyze and evaluate the seriousness of academic

offence and misconduct while giving a chance to the concerned student to

represent his arguments. During the presentation of argument by the student/s

and the concerned faculty member who has charged the student/s with the

academic misconduct, only the presentation party and members of committee

shall be present. Based upon the circumstantial evidence, arguments of faculty

and students and discretion of the committee, they will recommend a level of

punishment to the Dean, Under Graduate Program.

Any violation of the Institute’s academic rules, regulations and / or directives may

result in following disciplinary measures.

1. Verbal or written warning

2. Repeating the Semester or the course

3. Suspension for a period of time

4. Dismissal from the Institute

If the student does not agree with the Dean, an appeal may be made for review to

the Director. The Director is the final authority for the revision of decision or any

modification therein.



6.10 Student Activities & Publications Policy


Responsible for

Implementation Office of Students Services

Contacts Student Services Officer

The Office of Student Services aims to reach out to all students and encourage them to

interact and participate in campus activities. Activities / programs are designed to enhance

the students’ overall educational experience through involvement in social, cultural,

intellectual, and recreational activities.

The Institute encourages students to participate in various sports like badminton, tennis,

volleyball, swimming pool that provides students with the opportunity to engage in

extracurricular activities. Students are encouraged to engage themselves in other cultural

activities like organizing festivals, seminars, exhibitions etc. The Office of Student affairs

and services coordinates all activities.

Committees, Clubs, and Student Organisations

IMT Dubai offers many diverse ways for students to not only participate in activities and

events but to shape student life and experience. We encourage all students to join and

actively participate in at least one committee, club, or student organisation. These

opportunities not only assure on-going fun, recreation, and stimulation, but provide

enriching learning experiences that can bolster a CV and increase the chances of getting a

good job. They develop and demonstrate team, communication, creative, project

management, and leadership skills, for example, and build invaluable networks and

relationships with industry and the community. Below are some of our current

opportunities.

1. Campus Engagement Coordination Committee. This committee is comprised of

representatives from all stakeholder groups / student batches (cohorts), and led by Dean,

Academic, Chair, Student Life, or other senior faculty or staff member initially, then on

rotational basis. Representatives may be members of other committees and groups, but

only the most outgoing and active students will be selected. The main purposes of the

committee are to ensure (1) harmony across an ample, vibrant, and continuous range of

campus events and activities and that there is the least possible conflict in sequencing and

timing amongst the multiple events and activities that arise in the course of an academic

year, and (2) maximum involvement and engagement of all members of the IMT Dubai

community and its respective stakeholder groups.



2. Academic Committee. Comprised of class representatives of each program / class,

this committee is chaired by the Dean, Academic, and responsible for academic conduct

and discipline of students, including but not confined to ensuring timely beginning of class,

monitoring attendance, cases of indiscipline, re-scheduling of classes, and identifying time

slots for guest lectures. One faculty member is assigned as coach / mentor, and points of

contact are the program chairpersons and Academic Program Office. (Also see IMT

Student Council, last item.)

3. Career Services Centre Committee. This committee focuses on three major, closely-

related aspects or functions of career services: short-term projects (STPs), internships,

and placement. STPs and internships are for students while they study, and placement for

those preparing to graduate and enter the full-time working world. Members of the

committee are a mix of postgraduates [DCP, MBA (and, in future, MIM)], and

undergraduates (BSBA (soon BBA)].

The committee works to ensure appropriate positions for students and graduates, healthy

relationships with industry and the community, a student body well-prepared to compete

for and perform well in their prospective positions, and contact is maintained with students

and their supervisors while on STPs and internships, and there exists sufficient follow-up

with graduates once placed.

Mentorship is provided by standing member of Career Services along with a faculty

representative. Committee member responsibilities include: (a) identifying potential

suitable organisations where our students might find job and project opportunities and

gathering and compiling information regarding these on a continuous basis; (b) exploring

final placement opportunities for the students of MBA and DCP students and improve

overall industry-connect of the programs; (c) working intensely with students to help them

best prepare for interviews and the selection process, their learning experiences while on

STP or internship, and their successful employment once placed; (d) working diligently to

ensure best relationships are maintained with industry and community and to obtain

synergies across the internship, STP, and placement programs.

4. Alumni Committee. This committee (a) creates and updates a database of all the IMT

alumni, (b) invites IMT alumni to campus for guest lectures/talks, (c) organises and

participates in alumni evenings / meets, (d) initiates short-term projects / internships and

passes them over to internship or project coordinators, (e) improves alumni connect, and

(f) works to ensure alumni are involved in the wide range of campus engagement

activities. Committee members work closely with other Career Services staff to ensure

synergy across the engagement activities.

5. Innovation and Entrepreneurship Committee. As entrepreneurship and innovation

are key objectives of a modern and global academic institution and must feature in what

and how we teach, this committee promotes awareness of the need and possibilities for



innovation and entrepreneurship. In so doing, committee members build and demonstrate

their own I&E skills, knowledge, and disposition, whilst working to make IMT’s academic

curriculum and co-curricular activities and experiences more innovative, practical, and

attuned to commercial interests. Members will be inventive and passionate about

converting ideas into reality. They will create opportunities and build relationships that

enable the student body to extend their networks and access venues where their

innovative business and sustainability ideas can be brought closer to fruition.

6. Sponsorship Committee. This key committee takes the lead in identifying,

approaching, cultivating relationships, and following-through with sponsors and potential

sponsors. Members ensure a sufficient number of motivated students are available and

equipped to seek sponsorship, monitor the process, and communicate with senior

management relevant issues and requirements. Members of the Sponsorship Committee

are likely members of other committees, groups, and organisations, and they receive

tailored training and mentoring in sponsorship activity.

7. Media and Public Relations Committee. This committee is involved in and shows

leadership for: (a) designing promotional material for Student Life programs, events, and

activities; and, as directed, (b) developing and managing social and digital media presence

of IMT programs across different social-media and digital platforms; (c) coordinating with

other committees to actively gather information about activities / achievements of IMT

Dubai; (d) improving the media presence and impact of programs; (e) demonstrating

strong presence at all engagement events and exploiting the “brand” and “buzz” potential

inherent in such events.

8. Social and Cultural Committee. The Social and Cultural Committee (a) plans and

organises cultural events on campus, including inter-institutional events and activities; (b)

improves participation in inter-college cultural festivals; and (c) works / coordinates with

other committees, clubs, and student organisations to ensure maximum publicity and

participation.

9. Corporate Relations Committee. The Corporate Relations Committee contacts

industry experts and representatives, and working with the Campus Engagement

Coordination Committee (and other committees, clubs, and student organisations, as

appropriate, e.g., Academic Committee and Alumni Committee), invites them for guests

talks. It also works to promote consultancies, training, and other opportunities for and to

industry and the community. Additionally, the committee works to champion and enhance

the IMT brand regionally and beyond.

10. Economy Forum. The Economy Forum of the institute (a) identifies major economic

blocks of the world, (b) continuously monitors and studies these economic blocks, (c)

collects, compiles, and shares information about these blocks; (d) creates platforms where



all the students get the opportunity to public express/discuss their views on economic

affairs. A Professor of Economics serves as mentor and advisor.

11. Marketing Club. This club promotes marketing as a discipline and career, periodically

compiles latest developments in the field of marketing and shares it with all concerned in

the form of internal communication. It also organises inter- and intra-college marketing

activities / games / events. The committee may also provide inputs to the institute about

marketing of its programs to the target audience. As one specific objective, the club will

organise a Marketing Conclave with the help of other committees by inviting by senior

practitioners from industry. A marketing professor serves as mentor and advisor.

12. HR Club. This club includes students who wish to opt for HR as their major or minor

specialisation. It collects and compiles latest developments in the field of HR and shares it

with students and faculty members. As example, the club might organise an HR round-

table by inviting senior HR professionals from industry. As needed, the institute may also

involve the committee in designing / implementing some HR activities of the institute. A

senior faculty member in the Human Resource Management area serves as mentor and

advisor.

13. Operations Club. Comprised of students who intend to specialise in Operations

Management, this club updates interested parties periodically about latest developments

in the field of operations management. It organises, for example, an operations conclave

by inviting stalwarts of the industry. If needed, they may also be involved in management

and maintenance of institute infrastructure. A senior faculty member in the operations and

logistics area serves as mentor and advisor.

14. Sports and Recreation Committee. The Sports and Recreation Committee shows

leadership in (a) organising various sports activities at IMT campus; (b) coordinating and

promoting participation of students in inter-college sports festivals; (c) planning and

organising financially self-sustainable inter-college sports festival on IMT campus; (d)

ensuring facilities and equipment are safe, clean, and in good, usable condition, reporting

deficiencies immediately to Chair, Student Life or delegate.

15. Public Speaking and Debate Club. This club organises a series of internal activities

and events to hone the communication skills of the students. It organises inter- and intra-

college events based around public speaking and / or debate, and promotes participation

in such activities offered elsewhere. A focus might be creating or supporting a local

chapter of Toastmasters. This club may organise Model United Nations events for the

Institute (see below). One of the communications faculty serves as mentor and advisor.

16. Mess Committee. Amongst the duties and activities of the Mess Committee at IMT

are: (a) preparing weekly mess menu in consultation with all the students and the local

management of the mess; (b) Monitoring quality of food / services in the mess and brings



deficiencies to the notice of mess management and to the Campus Engagement

Coordination Committee; surveying and reporting status; (c) suggesting ways to

continuously improve the variety and quality of food/services; (d) promoting nutritional

awareness and food appreciation, at times in concert with appropriate other committees

and clubs. Mentor for the Mess Committee is IMT’s very own Student Counsellor, Ms.

Nicole D’Souza.

17. Business School Competitions Committee. The committee actively looks for

business competitions for students, solicits student participation in such competitions, and

organises financially self-sustained business competitions on IMT campus. Members

work closely with other committees, clubs, and student organisations to ensure sufficient

publicity and participation. One expected activity is the Siemens Pearl Initiative Integrity

Programme GCC-wide case study competition, ‘Implementing Integrity Practices in GCC

Private and Public Businesses’, later this year.

18. Chess Club. Serving as chess ambassadors, members of the Chess Club organise

chess gatherings and competitions on campus for IMT students, faculty, staff, and alumni,

for other institutions in DIAC and the Dubai Region, and seek out other clubs and venues

for play and competition. They foster interest in chess, teach new players, and ensure

chess boards and pieces are complete, in good condition, and available. Members of the

club also seek and arrange venues for play in and around campus.

19. Information Communication and Technology Club. This club promotes interest in

IT business applications and works to connect students and others in the area who share

similar interests and goals. The club strives to organise ICT-related events and activities

on and off campus. Members work with faculty teaching ICT courses to ensure the

curriculum is current, relevant, interesting, comprehensive, and marketed sufficiently to

attract the best students.

20. Photography and Visual Imagery Club. Members of this club are interested in

developing and demonstrating their skills, knowledge, and passion. They foster

appreciation and technique development, sponsor exhibitions and competitions, get

involved in all kinds of campus and community affairs where imagery is obtainable and

showable.

21. Arts Committee. Under the Director’s guidance, IMT Dubai is promoting development

of the arts and aesthetic appreciation. One initiative involves showcasing regional artists

(paintings, sculptures, and other genres and media. The Arts Committee is chiefly

involved in identifying and selecting artists, setting venue and arranging art displays,

managing publicity, and organising vernissages. While many clubs and committees

engage with the community, the Arts Committee plays a key role in community

engagement, dealing with artists, various arts organisations, and the regional populace—

more on campus, more draw for members of the surrounding community.



22. Adventure Club. Here, what matters most is getting as many people out and about

together as possible. Doing interesting and different things—cycling, hiking, exploring,

swimming and snorkeling, rollerblading, skydiving, desert safari; anything really, and not

necessarily physically extreme, but always fun and exciting. Club members organise,

publicise, coordinate with providers and other clubs and schools, and, especially, promote

adventure by example.

23. Dance Club. Members of the club promote dance in all forms possible, from

traditional and classical to hip hop. They plan, organise, and host competitions,

exhibitions, seminars and training, and bring in special guests performers and teachers.

Members of the club work closely with other committees, such as Sports and Recreation

and Social and Cultural Committee to ensure best participation and publicity. They

support and encourage campus dancers to prepare for and participate in inter-institutional

competitions and cultural events.

24. Campus Life News (name needed). This student organisation organises and

maintains one or more channels for showcasing campus life and student engagement

activities, and might include student achievements and creative endeavours (writing,

photography, drama, music performance). Appropriate mode might be a newsletter and /

or suitable social media platforms. There may be overlap or chances to work with the

Media and Public Relations Committee.

25. Charity Committee. It is the responsibility of the Charity Committee to, firstly, identify

one or more charities (or possibly charitable endeavours / target groups, if unserved) with

which IMT Dubai wants to be affiliated (based on suitable criteria needing to be

articulated); and, secondly, to foster a partnership arrangement with the selected charity or

charities. Once established, the Committee will develop an on-going series of events and

activities through which IMT Dubai can show its commitment and altruistic spirit. This

could range from fund drives and fairs (or other activities) from which all profits go to the

charity or charities through to creative and novels ways of interacting with the

organisations (reading to the elderly, playing with sick children, food drives for the hungry).

(This could also be Community Service Committee, depending on students’ interests and

motives. See next.)

26. Community Service Committee. This committee develops and commits to service

in the Dubai area / region. One suggested activity is an “adopt a labour camp” initiative,

while another might be called “pristine desert”. A focus for one or more events might be a

recycling campaign, there is huge waste and inattention to recycling in the region. In any

event, many possibilities exist, anything where volunteerism and service to campus and

surrounding community are prime objectives. Partnership with other DIAC institutions

might be a key strategy (Dubai International Academic City, of which IMT Dubai is

resident).



27. Sustainability and Environment Committee. This committee promotes

sustainability and awareness of the importance of the environment and environmental

protection on campus and in the larger community. It develops opportunities for students,

faculty, and staff to get involved in regional events and with related organisations. The

committee and its initiatives link to IMT Dubai’s membership in the UN Global Compact

and PRME (Principles for Responsible Management Education). A hoped-for major

deliverable from this committee is Sustainability Day (or Ecological Day or Environment

Day)—an annual event hosted by IMT Dubai to rally people around key issues and

facilitate efforts to organise and accomplish in making a difference). This could comprise

or be in addition to enlisting sponsors and guests from a range of industry groups,

providing lectures and seminars, and sponsoring tours to endangered areas and / or

success sites.

28. CSR and Citizenship Committee. This is a committee whose major objective is to

promote awareness of and commitment to principles, values, and goals of Corporate

Social Responsibility and Citizenship—what it means to be a good citizen locally and

globally, individually and corporately. It is about ethics and doing the right thing. It is

about giving back and working to create and sustain healthy and vibrant workplaces and

communities. IMT Dubai membership in the UN Global Compact provides a starting point,

and there are many ways in which members of this committee can show leadership. One

example might be sponsoring a children’s playground on or near campus grounds (or

suitable and needed area of profile); research leading to design that builds competencies

could be the academic angle. Another example might be providing free instruction to

designated community sectors, such as laborers or domestics. Research identifying

legitimate areas of need and developing strategies for interceding are tasks suited to an

educational and research institution. It is likely that the CSR&C Committee works closely

with the SEC and the CSC.

29. UN Global Compact Coordinating Committee. This is a committee whose major

objective is to promote and coordinate IMT Dubai’s participation in and fulfilment to the

Global Compact, including reporting. This is a major, extremely important, and very new

initiative requiring serious commitment and lots of work, but offering huge benefits to

members in terms of exposure, networking, skills-building, and professional development.

30. Cycling Club. This club promotes cycling as a means to health, fitness, recreation,

fun, and community-building. It maintains institution bicycles and fosters safety

consciousness, and arranges inter-institutional and community events and participation.

Club members seek to develop relationships with other clubs, merchandisers, and

manufacturers in order to build community, obtain discounts on equipment, and gain

sponsorships.



31. Drama and Theatre Club. This Club is for individuals who enjoy or want to develop

confidence and competence in drama and theatre, especially acting and expression.

Members will plan, organise, and deliver at least one major production in the year, as well

as supporting lesser performances and events such as Vaudeville. Members are likely to

participate in or support other IMT students in preparing for interinstitutional events. An

additional objective might be to coordinate with similar groups in other institutions to

arrange a regional event.

32. Book and Reading Club. This is a club for avid readers and reading enthusiasts.

The club would sponsor book reviews, arrange authors for readings and book signings, set

up trips to libraries, and tours of the city’s best bookstores. Club members would identify

similar groups in the region and attempt to unite in common interests and objectives.

Promoting reading and the value of books to others in the community would be a

particularly noteworthy aspiration.

33. Swimming Club. This is a club for swimmers and water-sports and recreation

enthusiasts. The job is to promote health, fitness, and fun through swimming and water

safety. Many activities and events are possible, but the prime objective initially is to find

accessible and affordable pools and swimming venues and develop interests amongst

students, faculty, and staff.

There could be other clubs and teams, as per student interest (local emersion; gaming;

motorheads; cricket; tennis; and so on) and depending on one or more individuals

stepping-up to take an active leadership role.

There are also several major annual events for which organisers are required. These will

require their own dedicated student staff, and, thus, four more committees are:

a. Vaudeville—the annual variety show hosted by IMT (January-February)

b. TedX—a major corporate affair showcasing IMT and what it can do (February-

March)

c. Community Day. A once-a-year event inviting community and industry to

campus for a day of fun, frivolity, and friendship. Corporate sponsors could be

used to highlight relationships and defray expenses (January-March)

d. Business proposal competition (open to IMT Dubai and Indian affiliates,

and perhaps to other local institutions), individual and team categories.

Students develop and propose business ideas [that they could try out in Dubai

or back home]. The winner or winning team, having gone through rigorous

judging, which might include alumni and local industry partners, is awarded

10,000 Dirhams seed money and / or support in kind to help them get their

business up and running (September-December)



Students committing to any one of these major events can expect six months of planning

and organising in the lead-up, plus active and visible participation during the respective

event. They will have to work with a range of other committees and clubs such as

Sponsorship, Corporate Relations, Media and Public Relations, Alumni, and others. Dual

or cross-membership might be useful.

The major student organisation anticipated (non-committee or club) is the IMT Student

Council. The Student Council will represent the student body as advocate, as well as

serve as communication hub, and work with the Director and Dean, and the Academic

Committee. Details on selection, structure, and operating procedures to be determined.

IMT-Dubai Committees Appointment and Monitoring Procedures

a. Students must apply to represent the Committee using Committee Application Form.

b. Students may apply to represent more than one Committee (i.e. maximum 2

committee) but if selected can hold membership of only one committees.

c. OSS and Staff-in charge will review applications and along with a Faculty member

interview candidates and nominate.

d. Committee will meet at least once a week.

e. Minutes of meeting and Activities report must be maintained by Committee Secretary.

f. Committee Treasurer will be in charge of Accounts. No expenditure must be

incurred without the written approval of Staff Representative of that Committee.

g. The Faculty/Staff Representative for each committee will monitor the performance of

each Committee and recommend dismissal of any non-performing member to the

faculty panel whose decision will be final.

Fiscal Control:

There is a specific budget allotted to support various student activities, all student

activities are funded from this budget.

There is a faculty member appointed as the head of student services who works

very closely with the student committees. In addition to the head of student

services, there are few other faculty members who are a part of student services

committee, and advice on matters pertaining to the office. There is also a dedicated

staff member designated as student services officer who manages day to day

activities of the office.



6.11 Student Rights and Responsibilities Policy


Responsible for

Implementation Office of Student Services

Contacts Student Services Officer

All students enrolled in the degree programs at IMT-Dubai enjoy the following rights:

1. Students’ Rights

a) Right to obtain quality education.

b) Freedom of expression - to discuss and express all opinions publicly on the

condition that the expression of freedom does not disrupt the normal operations of

the Institute and nor does it harm other members of the Institute

c) Right to be given the course outline at the beginning of each semester, indicating

the number of credits, description of the course, objectives, learning outcomes,

assessment and references that could be used as supplementary material.

d) Right to know: program graduation requirements, admissions procedures, course

descriptions, pre-requisites, co-requisites, course availability, timetable and costs.

e) Right to know the penalties for cheating and plagiarism and their consequences.

f) Right to know the attendance policy and the consequences of noncompliance.

g) Right to be informed by the instructor of any changes of any rules pertaining to

classroom procedures.

h) Right to review their grades with the instructor.

2. Student’s Responsibilities

a) To follow the IMT-Dubai procedures to register, drop/add or withdraw from a

course and/or program as outlined in the Student Handbook.

b) To arrive in class on time and to remain for the duration scheduled for classes and

activities.

c) To appreciate the instructor’s right to formulate and enforce attendance policy.

d) To observe the instructor’s right to set deadlines for assigned work and to establish

penalties for failure to comply with these deadlines.

e) To submit their own work.

f) To write tests and exams at the times scheduled by the instructors.

g) To assume responsibility for classes missed.

h) To follow and implement the regulations and policies of the institution.



3. Institute’s Responsibilities towards students

Students at IMT-Dubai can expect to be treated with reason and respect. All

members of the faculty and staff of IMT-Dubai will act responsibly toward students

and respect them at all times.

Faculty will at all times:

Promote scholarly values in students, including honesty, the free pursuit of

learning and the exercise of academic freedom.

Act professionally in the classroom and in other academic relationships with

students.

Evaluate students on the merit of their academic performance.

Provide consultation on course work

Faculty will acknowledge academic and scholarly contributions of students.

Not engage in any exploitation, harassment, or prohibited discriminatory

treatment of students.



6.12 Student Counselling Policy

Policy in-charge Head of Office of Career Services

Responsible for


Contacts Student Service Officer

IMT-Dubai provides personal counseling to its students. Any student who has the need for

counseling should contact the Office of Student Services and services to make an

appointment.

Counsellors provide consultation to students who are experiencing stress due to

academic, career or personal problems. Counsellors may also be involved in consultation

with Faculty & Staff.

The Office of Students Services maintains a file on each special needs student. This

Information is communicated to the instructors of special needs students at the start of

each term of enrollment.

To obtain any special facility or accommodation for a disability, a current medical

certificate from a recognized medical practitioner needs to be submitted. The certification

must not be older than one year from the date on which it is being submitted to the

institute.



6.13 Health Services Policy


Responsible for



All Students must be covered by health insurance. In addition, the students must provide,

at the time of joining, a proof of having cleared all vaccination requirements Office of

Student Services and services will coordinate the provision of Health insurance and health

services to the students.

Dubai International Academic City has an ambulance on the premises on a 24 hour basis

for any medical emergencies.

For emergency after hours students must contact the security office/warden at the

Residences.



6.14 Academic Advising Policy


Responsible for

Implementation Program Office

Contacts Program Officer

The regular advising process starts once the students register for the first semester at

IMT-Dubai. A Faculty member is designated as the advisor and during subsequent

semesters students receive advising and guidance from their advisors.

Students are encouraged to maintain close contact with their advisor during their program

duration at IMT-Dubai. Advisors provide them with information and guidance related to

academic policies, internship, project and specific course-related problems. Students have

also the possibility to call on their Academic Advisors for guidance and methodological

support related to their Internship Assignment.

The main purpose of the Institute’s academic advising program is to help the students

identify and achieve their academic goals and to become self-directed learners and

decision makers. However, the responsibility for fulfilling degree requirements rests with

the students and therefore they are expected to assume responsibility for program

planning and course selection. It is strongly suggested that all students familiarize

themselves with program requirements, necessary requisite coursework, as well as the

sequencing of courses.

The advisor’s role is to:

Guide the student and help him / her become familiar with the academic and

administrative policies and programs of the Institute.

Aid the student in understanding standards and requirements of different courses.

Provide a perspective on the likelihood of success in different areas of study.

Discuss with the student his / her educational and career objectives and how they

relate to current / expected courses of study.

Guide and provide necessary methodological support and supervision to students

during the Internship Assignment.

A student role is to:

Learn about the policies, procedures, and rules of IMT-Dubai.

Be proactive and search out information needed for course scheduling, program

planning, and successful completion of all graduation requirements.

Gather required academic and career related information



Be aware of and monitor his / her academic progress.

Initiate contact with their advisory as needed particularly during the Internship period.

Be well prepared with questions and relevant material, while attending advising

sessions.

Be attentive and follow advisor’s guidelines.

Keep the advisor posted with their progress.



6.15 Student Academic Integrity Policy


Responsible for

Implementation Program Office

Contacts Program Officer

IMT-Dubai expects its students to uphold high standards of academic integrity and

conduct. In particular, students are required to:

Abide by high standards of academic integrity, ethics and honesty. Refrain from

cheating on homework and examinations, plagiarizing other people's work by

submitting it as their own, and / or any other forms of academic dishonesty.

Adhere to the published test or examination rules and regulations.

The following are some of the examples of academic misconduct:

Cheating / using unfair means in examinations

Significant paraphrasing in student’s written academic work

Unacknowledged use of information, ideas unless such ideas are commonplace

Citing sources which student had not read or referred to

Breaching the word limit of assignments and mentioning wrong word count.

6.15.1 Plagiarism Definition

Plagiarism is the use of someone else’s ideas, words, projects, artwork, phrasing,

sentence structure or other work without properly acknowledging the ownership

(source) of the property (item). Plagiarism is considered as academic misconduct.

Students should understand what the plagiarism is and take well informed steps to

avoid it.

Plagiarism can take various forms. The main categories of use of unreferenced

work that could be construed as an act of plagiarism can be summarized as:

Using someone else’s quoted words without putting these words in quotation

marks.

Unauthorized borrowing of another person’s idea, research work or theories.

Failure to reference the other author’s written words, quotes or definitions.

Use of descriptions or quotations of another author without acknowledgement.

Cosmetic paraphrasing occurs when the acknowledgement is made. The

paraphrased quote is very similar to the original work.

‘Cut and paste work’ from electronic sources without explicit mentioning of



complete URL. The inclusion of large amounts of pasted material, even if

acknowledged, raise doubts about authenticity of student’s work.

Wrong attribution is more technical but the acknowledgement is not from the

original work but from another secondary research source.

6.15.2 Plagiarism Check Process at IMT-Dubai

All work submitted by students is accepted on the understanding that it is their

own. Plagiarism is considered as a serious academic offense at IMT-Dubai. All

IMT-Dubai students should adhere to high standards of academic integrity that

includes referencing and acknowledging other’s work, good literature review

procedures while submitting assignments, projects or case studies.

The plagiarism check process can be listed as:

The student is responsible for submitting a proper referenced assessment.

The IMT-Dubai faculty member is responsible for implementing the acceptable

academic code of conduct through proper student orientation, citing examples

of assignments, projects and thesis work that have followed proper

acknowledgement and referencing standards.

Every faculty member provides and implements strict academic code of

conduct guidelines at the beginning of course.

The course faculty asks the students where appropriate to submit such

assessment for ‘plagiarism check’ as soft versions (in Word, PDF, or PPT

formats) on the Blackboard Portal. The Blackboard portal is linked to

SafeAssign (http://www.safeassign.com/) plagiarism software application

system. The course instructor shall create a link for submission of the

assessment component on SafeAssign plagiarism system on the blackboard

portal (http://myblackboard.imtdubai.ac.ae/). The students can view the link for

the submission of assessments on SafeAssign system.

SafeAssign plagiarism system follows a matching process that checks

submitted papers against the following databases

(http://kb.blackboard.com/display/SAFE/Student+FAQs)

o Internet - comprehensive index of documents available for public access on

the Internet

o ProQuest ABI/Inform database with over 1,100 publication titles and about

2.6 million articles from '90s to present time, updated weekly (exclusive

access)

o Institutional document archives containing all papers submitted to

SafeAssign by users in their respective institutions

o Global Reference Database containing papers that were volunteered by

students from Blackboard client institutions to help prevent cross-

institutional plagiarism (www.blackboard.com)”



The SafeAssign plagiarism system generates originality report with percentage

of similarity and the citations from where plagiarism might have occurred. The

instructor uses the originality report to determine the similarity that is

acceptable. The student will also be able to see the originality report. The

instructor can provide the option to the students to revise the assessment upon

comparing with originality report and resubmit the assessment.

If an assessment is submitted by the student through e-mail to the instructor,

the instructor can check the plagiarism by uploading the assignment using

‘Direct Submit’ option available in Blackboard SafeAssign system.

6.15.3 Categories of Plagiarism

IMT-Dubai views all cases of plagiarism as academic misconduct and dishonesty.

However, for the purpose of academic discipline and penalization, three categories

(Level I, Level II, and Level III) of plagiarism are defined on the basis of similarity

index (percent of similarity).

Level I (25%-50%)

Level I of plagiarism occurs when a student indulges in unauthorized referencing,

copying from other author’s work in a smaller way. The small infringement can be a

case of cosmetic paraphrasing, incorrect referencing or inadvertent copying from

another fellow classmate, or copying from the internet directly.

Level II (51%-75%)

Level II of plagiarism is when a student is irresponsible in submitting his course

work and has a higher level of negligence and academic dishonesty. The

submitted plagiarized content occurs when a student is late in collecting the

required references and did not put enough time to paraphrase or reference

materials. Such cases might also include quoting from previously submitted own

work in the same course or other courses.

Level III (76%-100%)

Level III of plagiarism is seen when a student copies the whole from one article or

multiple articles. This extreme case of overall similarity is unacceptable. Such

academic misconduct is un-acceptable and is treated as a serious offense. The

high source similarity shows that the whole article was copied without proper

referencing or paraphrasing. This high level of dishonesty is a clear indication that

the student has not done the assessment component diligently. Level III is a

serious academic misconduct that requires attention of the IMT-Dubai Misconduct

committee.



6.15.4 Penalties for Plagiarism

In order to deal with different levels of plagiarism, following penalties and

procedures will be followed.

Level I Plagiarism

All cases of Level I Plagiarism are handled by IMT-Dubai course instructor. The

instructor may choose to give another chance for submission or deduct marks

based on assessment guidelines followed uniformly for all students in the course.

Level II Plagiarism

All cases of Level II Plagiarism, found by the IMT-Dubai instructor during the

course assessment submission, are escalated to the IMT-Dubai Program Chair /

Academic Dean. The Program Chair / Academic Dean issues an Academic

Warning to the student mentioning the nature of plagiarism, supported by

SafeAssgn originality report along with suggestions for improving the assessment

submission.

Level III Plagiarism

Cases of Level III Plagiarism are treated as serious offenses and exhibit highest

level of dishonesty by the IMT-Dubai student. All these cases must be reported to

Academic Misconduct Committee. The committee will undertake investigational

review of course assessment reports, SafeAssign similarity reports and the course

assessment guidelines. The Academic Misconduct Committee, then, shall decide

the penalty that may range from awarding zero marks for the particular assessment

component to expulsion from IMT-Dubai program based on the severity of the

occurrence. For taking the final decision, Academic Misconduct Committee shall

consider circumstances of academic dishonesty by the student including the

seniority of student, nature and severity of past occurrences of plagiarism against

the concerned student.



6.16 Student Appeals Policy and Procedures


Responsible for

Implementation Office of Registrar

Contacts Registrar

a) Academic Standing Appeals

Students may appeal to the Academic Standing Committee regarding their academic

standing status and request a review of probation / dismissal decision.

If the student on probation can provide evidence supporting the appeal, he/she may be

granted one additional semester to revert to Good Academic Standing.

b) Grade Appeals

It is assumed that IMT-Dubai policy of grading ensures that the Faculty grades the

student fairly and objectively. However, in the event of a student challenging a

particular grade, the following procedure must be followed:

Students should first consult with the concerned Faculty and discuss their

concerns. Most of the cases are expected to be sorted out by review of Final Exam

and discussion between the student and the Faculty member.

If the student is not satisfied then they may put in a formal Grade appeal with the

Office of the Registrar. The grade appeal must be submitted within a period of one

week following the notification of grade to the student by the Registrar.

All Grade Appeals must be submitted in writing to the Registrar on the official

Grade Appeal Form (downloadable from Blackboard). Reason(s) for Grade Appeal

must be substantiated clearly on the form.

Office of Registrar will forward the Grade Appeals to the concerned Faculty

Member(s).

Concerned Faculty Member(s) will have one week to review the case and respond

in writing to the Registrar, who will then intimate the same to the concerned

student(s).



If the student is still not satisfied, an appeal can be made to the Dean

(Undergraduate Programs) who will form an Academic Committee, to look into the

case.

The Academic Committee after reviewing the student’s examination paper will

recommend the final grade to the Dean (Undergraduate Programs), who will take a

decision and intimate the same to the student.

The decision of the Dean will be held as final and no further appeals can be

lodged.



6.17 Student Grievance Policy and Procedures


Responsible for

Implementation Office of Students Services


The purpose of the student grievance procedure is to resolve grievances, other than grade

complaints, that are introduced by students. If a student has a complaint or grievance

about any aspect of Institute life:

He / she should raise the matter at the earliest opportunity to the Office of Student

Services who will try to solve it by arranging a negotiation between the parties

concerned.

If the student is not satisfied with the result, he / she can submit his grievance in

writing to the Office of Student Services within two weeks from the occurrence of

the incident.

The latter in consultation with the Director may convene a Committee of Faculty for

academic issues or a committee of Faculty and administrative personnel for non-

academic issues, which will arrange a meeting to hear both parties, and eventual

witnesses.

The committee will then deliberate upon their findings and make recommendations

to the Director, who will take the final decision, to be communicated to both the

parties.

The Director shall be the final authority for the revision of decision or any modification

therein.



SECTION 7: LEARNING RESOURCES

7.1 Circulation Procedures & Limitations

Policy in-charge CAO/Dean

Responsible for

Implementation Library

Contacts Librarian

a) Procedures

Issue

Resources are issued within the issue limit of the user.

The user should get the documents duly issued at the Circulation Counter.

The documents should be collected in person.

The latest issues of the journals will not be issued.

Annual reports and Career guides are issued for two days.

Reservation

Resources can be reserved only when they are on loan.

The availability of the reserved item would be informed through e-mail.

The reserved resource should be collected from Library within 48 hours

after intimation. Otherwise the reservation stands cancelled.

Return

Books should be returned on or before the due date mentioned in the Due

date Slip.

Reminders would be sent to the User accordingly.

Renewal

Books can be renewed once for 15 days if there is no reservation against

the particular item.

Journals and AV Resources will not be renewed.

Fine Schedule

A fine of AED 1/- per book/day would be charged for overdue books.

The fine details of each user would be submitted to the Accounts Dept. on a

quarterly basis for further action.



Lost / Damaged Resources

The Users should replace the resource at his/her own cost within 30 days.

If the user fails to replace the book within the stipulated time, the Library

would initiate the purchase and the user would be charged the actual cost

of the resource plus 20% the additional charge depending on the type of

the resources.

b) Issue limit and duration for each category of users

Students

Resource Quantity Duration

Books 3 15 days

Journals (back issues) 2 3 days

Book Companions– CDs 2 2 Days

Faculty


Books 10 4 months

Journals (back issues) 5 2 days

Book Companions– CDs 2 2 Days

Administrative Staff


Books 5 1 month

Journals (back

issues) 3 2 days

Book Companions

– CDs 2 2 days



7.2 Collection Development Policy

Policy in-charge Dean

Responsible for


Contacts Librarian

a) Resources

The Library holds a hybrid collection of printed as well electronic resources which

include books, journals, databases, audio-visuals, CDs/DVDs, e-books, e-journals,

reports, conference proceedings, training manuals, etc. We play more emphasis on

online resources in order to keep the academicians abreast of the information using

the latest cutting edge technology. The Library's resources support the teaching and

research activities of the IMT-Dubai. The collection is primarily focused on the

curriculum offered by the Institute.

b) Acquisition Process

The Library gives priority to purchasing resources, which meet the curricular needs of

the students, faculty, and researchers, including modules papers, collateral reading,

and class assignments. We pay special attention to new programs in order to maintain

and make available the required basic resources at the outset. IMT-Dubai procures

three to five copies of all the essential and recommended reading lists, out of which

one is kept for reference and the rest are made available for open access. If the

purchase is outside of normal orders and a conflict arises, the Librarian will confer

with the Dean and Faculty as to which items take precedence for the Program.

c) Acquisition Criteria

All acquisitions are based on the following:

Importance/relevance to the curriculum

Contribution to depth or breadth of collection

Faculty recommendation

Demand by user

Adequacy of scope

Physical quality

Various formats



d) Methods for Building Resources

Receiving suggestions from faculty members, scholars, and students

Publishers catalogues

Books reviews and announcements

New addition list from selected business school, in the country and abroad

Books received from vendors on an approval basis

Book exhibitions

e) Duplication of Books

We base decisions to procure a duplicate copy of books and other readings on the

following criteria:

Resource usage as indicated by the library automation system or through the

observation of the staff members

Curriculum related as suggested by faculty

Demand by the users

f) Recreational Readings

The Library acquires materials of general interest such as popular fiction, novels,

biographies and light reading titles, and such materials will constitute 3 to 5 per cent of

the total collection.



7.3 Library Resource Sharing Policy

Policy in-charge Dean

Responsible for


Contacts Librarian

7.3.1 For Academicians / External Members of IMT-Dubai

Following are the guidelines for Academicians/External Members of IMT-Dubai to

use Library services.

1. The use of Library services would be purely for academic and personal use

only.

2. The services under no circumstances would be used for commercial purpose.

Photocopying/Printing Services:

AED. 2/-* will be charged per A4 sheet + Normal Courier charges (Less than 100

pages)

* The above charges are applicable only for printing/photocopy of articles from Academic

Journals / Magazines or books.

However for any reference query on company profiles, market intelligence and

Industry trends, data and analyst reports from various sources will be charged @

AED 2/-per A4 sheet or 100 AED per query (whichever is highest) + Courier and

handling charges.

7.3.2 Alumni Services at IMT-Dubai Library

Following are the guidelines for Alumni Members to use Library services:

1. The use of Library services must be purely for academic and personal use

only.

2. The services under no circumstances would be used for commercial purpose.

3. The online resources will not be accessible outside the IMT-Dubai campus.

4. All the services will be charged and the charges are as follows:

a) Photocopying

AED. 2/-* will be charged per A4 sheet + Courier charges (Less than 100

pages)



However for any reference query on company profiles, market intelligence

and Industry trends, data and analyst reports from various sources will be

charged @ AED 2/-per A4 sheet or AED 1,000/-per query (whichever is

highest) + Courier and handling charges as mentioned above.

b) Borrowing Facility:

Alumni members are allowed to use our borrowing facility as per the following

terms & conditions:

Alumni would be allowed to borrow up to 2 books at a time.

The books have to be returned within 3 weeks from the date that they were

borrowed.

Alumni have to deposit AED. 1000 with the Library if they want to borrow

any books. The payment of AED. 1000 can be made either by check or by

cash. Alumni will be issued a receipt by the Library after they have paid the

deposit.

If an alumni fails to return any book within 3 weeks, an overdue charge of

AED. 5 per day per book will be levied.

The deposit will be refunded to the alumni when they return all the books

that are lying with them, assuming they don't want to borrow other books in

place of the returned books and assuming that there are no overdue

charges that have not been paid.

If the outstanding overdue amount is AED. 500 or more, the Library will

temporarily terminate the alumni's right to avail of the Library facilities. The

alumni can continue using the facilities after returning the books and paying

the overdue amount.

Textbooks / Reference Books / Journals will not be issued, however

photocopies may be arranged for the requested chapters / articles from

books / Journals as per the Copyright Guidelines of IMT-Dubai.

Books that are in high demand will not be permitted to be taken out of the

Library.

Alumni are free to use Library facility whenever they are at Dubai for

reference. Alumni must carry their Identity cards whenever they visit the

IMT-Dubai Library.

The Librarian has the right to cancel the Library membership of any Alumni if found

violating the rules and regulations.



7.4 Copy Right Policy


Responsible for


Contacts Librarian

a) Definitions & Terminology Used

Copyright

The exclusive legal right, given to the originator or their assignee for a fixed

number of years to print, publish, perform film, or record literary, artistic or

musical material, and to authorize others to do the same.

Intellectual Property

Intangible property that is the result of creativity, such as patents, copyrights.

Royalty

A sum paid to the patentee for the use of patent or to an author or composer for

each copy of the book sold or for each public performance of work.

b) Resource covered under Copyright

Books

Articles from Journals (Printed or Online)

Case Studies

Chapter/s from book/s

Databases

Software

Copyright issues are not to be taken for granted as violating copyright issues may

lead to legal disputes between publishers and IMT-Dubai.

The law states:

“No part of these publications (Articles, cases, books) may be produced or

transmitted in any form or by any means, electronic or mechanical, including

photocopy, recording, scanning or any information storage and retrieval system,

without prior permission”.

“Upon acceptance of an article by the journal, the author(s) will be asked to

transfer copyright of the article to the publisher.



The transfer will ensure the widest possible dissemination of information. The

Journal and the individual contributions contained in it are protected by the

copyright of the publisher and the following terms and conditions apply to their use:

”Single photocopies of single articles may be made for personal use as allowed by

copyright laws. Permission of the publisher and payment of a fee is required for all

other photocopying, including multiple or systematic copying, copying for general

distribution, for advertising or promotional purposes, for creating new collective

works, for resale, and all forms of document delivery. Special rates are available

for educational institutions that wish to make photocopies for non-profit educational

classroom use.”

Hence, for all copyright clearance we should approach the publishers directly and

not the authors. In most of the cases, the publishers hold the copyrights.

Publishers grant authorization for individuals to photocopy copyright material for

private research use. This authorization does not extend any other kind of copying,

by any means, in any form, and for any purpose other than private research use.

Authors may use their own material in other publications provided that the journal

is acknowledged as the original place of publication and the publisher is notified in

writing and in advance.

Harvard Cases

If one is using Harvard Cases, the following statement must appear on the title/first

page of the material you are reproducing:

“One time permission to reproduce granted by Harvard Business School

Publishing.”

Teaching Notes/Instructor’s manual /Text Books

All the prescribed text books published by various publishers will be accompanied

with instructions/solutions manual to be used by the Faculty. Photocopying or Use

of these instructor’s manuals by students during the term is strictly prohibited.

Publishers such as Harvard Business School Publishing, European Case Clearing

House, etc hold the copyrights for all the publications published by them directly

and also by other leading publications such as MIT, INSEAD, etc.



7.5 Fair Use Policy


Responsible for


Contacts Librarian

Following guidelines would be of help in setting policy standards to be followed in

terms of having a fair use of all the materials at IMT-Dubai.

1. Books: A chapter of a book or less than 10% of the book can be photocopied for

personal use. For classroom use and for general distribution we need to take the

permission from the publisher.

2. Software: Points to be taken care of:

Circulation of archival copy

“Networking “ software without license or permission

Loading a single copy of a software program onto several computers for

simultaneous use

Making copies of copyrighted software for student use.

Perpetual license vs. annual license.

3. Databases & E-journals: Agreement should be made with various publishers of

Databases and E-journals for multi-user IMT-Dubai wide unlimited access.

As a policy, IMT-Dubai shouldn’t disclose the user ID and password to the outsiders.

Students, Faculty, and the staff of IMT-Dubai should not entertain downloading,

forwarding any content to an outsider who is not an authorized user. Following table

will be an easy tool to understand what is “Permitted” and what is “Not Permitted” and

abide by the rules of copyright protection.

Books

PERMITTED NOT PERMITTED

Teachers

- Single Copy: chapter of a book - Copying several chapters of per

book.

- Single Copy: article from magazine

or newspaper

- Copying several articles per

magazine.

- Single Copy: chart, graph, diagram,

picture, non-syndicated, non-

copyrighted cartoon,

- Photocopying worn ditto masters etc.

- Single Copy: short story, short - Copying Consumables: workbooks,



essay, short poem copyrighted exercise sheets, tests.

Multiple copies for classroom / instructional purposes

- Complete poem less than 250

words (not more than 2 pages)

- Using/making multiple copies of

same material semester after

semester

- Excerpt from long poem not to

exceed 250 words

- Creating “anthologies”

- Article, story, or essay less than

2,500 words

- Copying workbooks and other works

meant to be used once by one

student

Audio Visual Materials:


- Creating slide sets from books,

magazines, etc., as long as only

one per source used.

- Copying audio tapes or video tapes

for archival or backup purposes

- Enlarging a map with an overhead

projector for tracing but not

duplicating colour scheme,

symbols, etc.

- Converting from one medium

format to another

.

Software:


- Copying into RAM if copying is

necessary to run the program.

- Circulation of archival copy.

- One copy for archival purposes.

- “Networking” software without

license or Permission

- Library lending of public domain

software

Databases:


- May download searches - Downloaded searches shouldn’t be

retained

- Downloaded material may not be

used to create a derivative work.



CD-ROM:


- May print out pages of reference or

other works for study or teaching.

- Printing out large section of work

Internet:


- Downloading public domain software - Collecting materials off the Internet

and compiling into a new work.



7.6 Professional Development Policy for Library Staff


Responsible for


Contacts Librarian

IMT-Dubai will support the professional development of the Librarian and Assistant

Librarian in keeping up with the advancements within their respective fields. The

Librarian and Assistant Librarian will be encouraged to attend professional workshops

and conferences within their area of expertise and participate in professional activities.

IMT-Dubai will support the attendance at two local or regional professional workshops

per year.

IMT-Dubai will support participation in professional activities and membership in

professional organizations.

In order to secure funding for such professional development, a proposal that includes

the rationale and benefit of the project, along with all costs involved must be submitted

for approval to the Director of IMT-Dubai.



SECTION 8: PHYSICAL AND TECHNOLOGY RESOURCES

8.1 IT Policy (Computing and Network Resources Use Policy)


Responsible for

Implementation IT Department

Contacts Systems Administrator

The institute provides all its students, faculty and staff computing facilities without

any charges. IMT-Dubai has established facilities for IT resources in order to

facilitate all its academic and administrative needs. The objective is to support

faculty, staff and students for the purpose attaining their academic goals of

learning, teaching and research. The System Administrator is responsible to

ensure that all policies are followed and report any problems directly to the

Director IMT-Dubai.

Each of the individual has been assigned a User ID and individuals are prohibited

from accessing to or attempting to access or view any account for which they do

not have specific authorization. Anyone found involved with such unacceptable

actions will face disciplinary actions as per the internal rules of IMT-Dubai and if

action is needed, it will be taken as per the U.A.E. rules and regulations. The

institute prohibits any commercial activity from its facilities.

Use of computing and network resources is limited to the IMT-Dubai community

including the students, faculty, staff members and the institute expects its users to

act with responsibility while using these resources. The coverage of the above

policy includes:

computer hardware and software,

documentation and other reference materials,

all data residing on IMT-D machines,

all institutional data wherever it resides, media such as CD-ROM, tape and

other storage devices,

all temporary and permanent connections via the Institute network,

all telephone equipment

The institute provides technical support for its networks (e.g., infrastructure,

servers, applications on the network, and security) and hardware like desk-tops

(printers, scanners, etc.



8.1.1 Misuse of resources

The users are advised not to damage any resources available in the computer

laboratory or elsewhere in the institute’s premises or make improper access or

modify information. The institute may decide on heaping a stiff penalty on the

accused.

The institute may decide to revoke access to the institute’s computing and telecom

equipment and facilities may be revoked for violating the security of the system,

modifying or exposing private information such as file or mail contents of other

users without their consent, modifying or destroying Institute data, or using the

networks in a manner contrary to the established guidelines.

The institute advises the user of responsible usage of the information available and

prevents the user from any accidental exposure and/or through the malice of

others who have broken into a system or are misusing their access privileges.

8.1.2 Storage usage

IMT-Dubai provides limited disk-based storage space for individual faculty, staff,

and students, for course-related materials, and for departmental materials.

Faculty/Staff & students are responsible for backing up their own data residing on

their PC's.

The policy expects its users to be responsible for bringing into the knowledge of

its authorities about any activity which may be in violation of a responsible

conduct. The institute will not tolerate any activities such as producing, viewing,

storing, replicating, or transmitting harassing, obscene, or offensive materials.

This includes, but is not limited to, material from the Internet, screen savers, etc.

In addition, printed copies of such material including those from magazines are

not permitted to be distributed.

All the users have the responsibility to use computing and network resources in an

ethical and legal manner.

8.1.3 Individual Responsibilities

Computing resources are intended for the pursuit of academic objectives only. No

usage for commercial purpose is allowed.

1. Users have been given a unique User account and they will be responsible for

its proper use.

2. The account holder will be responsible for any misuse of computing services

from their own account.

3. The users must protect their pass words and should not leave their account



accessible to others in any circumstances. Similarly the users must not attempt

at accessing others’ accounts.

4. Users must respect the copyright status of the institute’s software. All the

software in the institute premises is copyrighted.

5. The IT security policy of the institute is very strict. The policy advises the IT

users not to attempt to circumvent or subvert any system security measures in

anyway to infiltrate the system, or use IMT-Dubai information technology

resources to attempt to infiltrate other systems. Any attempt towards

intercepting or decoding passwords or similar access of controlled information

in any manner will be seen as a serious violation of the policy and necessary

action will be taken as deemed fit.

6. Users must not attempt to modify system facilities, interfere with other users or

system operations or circumvent the limits and permissions associated with

their accounts

7. Users must be preventive of interfering with other users’ work or data.

8. Additional software from outside sources should not be either put on the

computer or server without permission.

9. Users must not access, copy, or remove programs or data that do not belong to

them without explicit permission from the owner. Lack of file protection does

not give the right to do these things.

10. Users are strictly prohibited from sending obscene, vulgar or unacceptable E

mails or by other forms of e communication.

8.1.4 Computer Equipment Replacement and Upgrade Policy

a) Replacement / Upgrade

It is IMT-Dubai’s policy is to provide with the latest technology in the campus.

Guidelines and procedures are in place to maintain a replacement cycle of IT

equipment & Software within the useful and expected lifetime of the equipment,

thus preventing a proliferation of aging, obsolete, out-of-warranty, unsupported,

and incompatible systems.

b) Cycle of Replacement/Upgrade

It is IMT-Dubai’s policy to cycle replaced computers through the major

classifications of technology users. PCs that have been replaced and are no

longer appropriate for one classification of technology users should be used to

upgrade and replace a PC with older technology within the institute. In this

manner, the PC with the oldest technology in the network is phased out and the

Institute can continue to benefit from their investment in equipment.

c) Replacement / Upgrade Ratio

Desktop computers, by their nature are relatively inexpensive IT equipment that



have a limited life compared to other office equipment. The rule of thumb for

obsolescence of IT Equipments & Software is 3-4 years. However, changing

business practices, new technology, and new software applications can impose

increased demands on computing power that can force a more frequent

replacement cycle for employees affected by the changing business practices

or those using the new technology or software.

d) Replacement / Upgrade Schedule

The following is a general guideline for replacing PCs. Departments should

consult with Head of Departments for assistance in determining their specific

replacement needs. Replacement schedules vary according to the four major

classifications of technology users:

Leading Edge Technology Users

Maintain no more than two generations of technology. Consider replacing PCs

every second year, depending on applications in use.

Power Users


every three years

Mainstream Technology Users


every three or four years.

Conservative Technology Users


every three or four years.

e) Replacement Process

Once a computer is requested, Head of Departments will:

1. Determine the classification level of the requestor

2. Determine if there is a higher classification person that his/her computer

needs should be updated. If there is one, the higher classification person

will get the new computer, and his/her computer will be handed down to the

lower classification user. This is called a “Trickle Down” system and it

ensures the staff is always using the latest equipment and technology that

is appropriate to their work.

3. Determine the specifications for the new computer.

Upon arrival of the computers, an e-mail notification will be sent to the

recipients informing them of the arrival and the date/time of the installation.

Recipients must copy/move any data files and folders that they would like to

be transferred over to their new computer to their “Network folder”. This



includes Outlook files and bookmark and favorite files for Netscape and

Internet Explorer.

Users should not attempt to copy/move the entire contents of their C: drive

and/or delete any files. Individuals who need help with this operation should

contact “IS”. An e-mail reminder will be sent to the recipients one day before

their installation date.

NOTE: Other IT Equipment’s needs will be reviewed by the IT team.

Performance and requirement of the network will be determined time to time

before suggesting the replacement of Hardware or Software.



8.2 Health Policy


Responsible for


Contacts HR Officer

In accordance with IMT-Dubai policy, all enrolled students MUST have health insurance.

Students have the option of purchasing their own health policy or taking the one

provided by the IMT-Dubai.

Health Procedures

The following steps will be followed in cases of any IMT-Dubai emergency:

During Business Hours:

If an accident occurs on IMT-Dubai, the Head, Office of Students Services will be called

in to handle the situation. In case the Student Services Manager is not on IMT-Dubai, the

Program Chairperson will assume responsibility. There is 24 hour ambulance service at

Academic City which is available to call. Transportation will be provided to the nearest

hospital.

Student Residences:

In the event that a student falls ill after hours in the residences, a staff member who

resides in the residences will be on call. The telephone number and emergency contact

number will be posted in all residences. The Staff member will be responsible for

ensuring that the student is conveyed to the nearest hospital for treatment.

In any after-hours situation, the Office of Students Services will be notified of the

situation, and will report it in writing to the Director or his designee as soon as possible.



8.3 Safety Policy


Responsible for


Contacts Facilities Manager

8.3.1 Introduction

The Institute of Management Technology-Dubai is committed to providing an

environment that is reasonably free from recognized safety hazards and complies

with applicable laws of the UAE and those of Academic City, concerning

hazardous chemicals fire prevention, occupational health and safety, handicapped

accessibility, and the environment. To effectively meet the goal of reducing

accidents and illnesses The Facilities Manager is in charge of monitoring safety

throughout IMT-Dubai, while managing the safety plan and reviewing it annually to

meet appropriate needs. The purpose of the plan is to provide guidance and

direction for the environmental health and safety program at IMT-Dubai.

8.3.2 Safety Policy

Protecting the health and safety of employees, students, visitors, and the

environment is of primary concern and IMT-Dubai takes an active role in identifying

hazards before injuries and illnesses occur. An effective safety program benefits

the IMT-Dubai community by reducing illnesses and injuries, preventing property

damage, and preserving the environment. IMT-Dubai will make every reasonable

effort to promote, create, and maintain a safe and healthful environment through

adherence to basic safety principles, sound management practices, and

compliance with applicable federal, state, and local standards. We are getting the

immunization certificates from all the students and staff enrolled in IMT-Dubai. The

Safety Plan outlines the basic responsibilities for occupational and environmental

health and safety concerns at IMT-Dubai, stresses efforts to reduce accidents,

confirms compliance with applicable health and safety regulations, and

emphasizes IMT-Dubai 's commitment to a safe and healthful operation.

8.3.3 Organization

Part of the mission of Facilities Department is to provide a safe environment for the

students, faculty, staff, and visitors to IMT-Dubai. The Facilities Manager

coordinates all safety functions at IMT-Dubai. These objectives are achieved

through inspections, environmental surveillance, training, hazardous chemical

management, and plans review. Efforts are channeled into several specialty areas

including: fire protection, occupational health and safety, asbestos management,

environmental health, emergency planning, and risk management.



In accordance with Academic City regulations, the Facilities Manager conducts on-

site inspections, recommends methods to correct hazardous conditions, develops

regulations, provides training to employees and students, investigates accidents,

occupational illnesses, maintains records, and monitors and evaluates program

performance. The purpose of the program is to improve the safety and health of

the work environment by reducing hazardous conditions that can cause

occupational illnesses and injuries.

8.3.4 IMT-Dubai Security Agency

IMT-Dubai security plays a crucial role in protecting life and property at IMT-Dubai.

Because of its concern for the safety of all its employees and students, IMT-Dubai

has hired a security agency that provides 24 hour security both in the Institution

and residences. This agency is registered with Dubai Municipality and Dubai

Police. In addition to being the first responder to any emergency, they establish

and maintain crowd control, scene security and law and order in the event of an

emergency. IMT-Dubai security initiates mutual aid agreements with law

enforcement agencies and other emergency service support providers. In order to

have an effective health and safety program, staff (employee) participation and

cooperation is essential. Dubai Holding provides security for all Academic city

common and external areas.

8.3.5 Inspections

To ensure that IMT-Dubai's policy for a safe and healthy environment is carried

out, the Facilities Manager conducts periodic inspections of all IMT-Dubai facilities.

The goal is to reduce accidents and injuries by eliminating safety and health

hazards and eliminate unsafe practices among employees by conducting annual

inspections of all IMT-Dubai facilities. Inspections also ensure compliance with

UAE, Dubai and Academic City codes.

8.3.6 Fire Safety Plan

The Fire Safety Plan provides instructions for identifying, monitoring and

addressing fire safety issues at IMT-Dubai and is in accordance with the policies

and procedures of Academic City.

8.3.7 Fire Suppression Equipment

IMT-Dubai maintains various fire suppression systems to include: fire

extinguishers, standpipes and fire hose reel water pumps strategically placed

throughout IMT-Dubai. The Academic City and the Facilities Manager maintain an

inventory of all fire extinguishers on IMT-Dubai. We have annual contract signed

with registered fire equipments maintenance provider. While readily available, no

one is encouraged to use a fire extinguisher unless they have received training in

its use. Under no circumstances is anyone to endanger themselves or others in an



attempt to extinguish a fire.

8.3.8 Drills

Fire Drills will be carried out at the beginning of each semester under the guidance

of the Facilities Manager and in accordance with the policies of TECOM. We have

assembly points marked in the Institute for the fire drills.

8.3.9 Reports

Deficiencies concerning unsafe conditions are reported to appropriate supervisors

in the inspected building and when appropriate to Facilities Manager. If the

Facilities Manager discovers a condition considered unsafe, it will be reported to

Academic City for immediate correction.

8.3.10 Emergency Notifications

Emergency notification lists are located with the Facilities Manager and the

Administration Office. Additionally, after-hours contact phone numbers for specific

personnel, as well as local Dubai national agencies, are separately distributed to

those individuals with a need to know. The list of numbers for TECOM is listed in

Appendix B.

8.3.11 Student Safety

IMT-Dubai’s safety program is extended to cover students as much as possible.

Work areas occupied by students must comply with applicable Academic City and

UAE regulations. All department heads are responsible for assuring that adequate

safety equipment and personal protective equipment is designated and available

for use in these areas. Faculty members are responsible for the safety of their

students while in class.

In event of an accident, Faculty will contact security immediately. In event of fire,

Faculty will ensure quick and orderly evacuation is done according to TECOM

rules.

8.3.12 Awareness Programs

Health and safety awareness programs will be developed for a regularly scheduled

for students at IMT-Dubai. The purpose of these programs is to promote a safer

and healthier IMT-Dubai environment by helping students become aware of their

behavior. The Student Services Office periodically will present programs dealing

with alcohol and substance abuse, CPR, stress management, and other health

and safety issues.

8.3.13 Individual Responsibilities

Facilities Manager

The Facilities Manager provides the faculty, staff, students, and visitors with an



environment that is free from physical harm by identifying and correcting possible

hazards related to the daily operation of the IMT-Dubai. The Facilities Manager

develops, implements, and maintains IMT-Dubai safety regulations to ensure

compliance with applicable UAE, Dubai and TECOM requirements. Reporting to

the Director, the Facilities Manager is responsible for managing the IMT-Dubai

safety programs, including environmental hazards, asbestos, emergency

response, fire safety, hazardous waste, general safety, and safety training. The

Facilities Manager coordinates directly with external agencies and all IMT-Dubai

personnel.

TECOM

IDAMA is the Facilities Management provider appointed by TECOM to monitor all

activities of safety within Academic City. IDAMA provides 24/7 coverage within

Academic city for all external and common areas.



8.4 Facilities and Equipment Management Policy


Responsible for


Contacts Facilities Manager

8.4.1 Facilities (see Facilities Master Plan also)

The use of sites assigned to IMT-Dubai shall be under the direction of the Director,

in collaboration with the Facilities Manager. The following regulations on use of

facilities shall be applied to all sites assigned to IMT-Dubai. All sites assigned to

IMT-Dubai shall be subject to such regulations except when assignments or

waivers -provided for in such regulations -are made by the Facilities Manager with

approval by the Director and in accordance with TECOM rules.

8.4.2 General Regulations:

Written Permission of the Facilities Manager and/or Director:

IMT-Dubai buildings are intended for use by students, faculty and staff in support

of IMT-Dubai’s mission. The buildings may not be used by individuals, groups or

organizations not connected with IMT-Dubai except by written permission of the

Director and/or Facilities Manager, and then only in accordance with TECOM’s

rules and regulations for Academic City.

Requirements:

It is expected that proper care will be taken of the facility and that simple rules of

courtesy, decency and good manners will be observed at all times. Any failure to

abide by these requirements may cause the permission for the use of the facility to

be withdrawn at any time, or for future permission for use of IMT-Dubai facilities to

be denied.

The IMT-Dubai reserves the right to set reasonable time, place and manner

restrictions on all meetings, gatherings or get-togethers to assure that the most

beneficial use of the buildings and grounds of the IMT-Dubai are made and that

there is no interference with the right of students to obtain an education.

The use of IMT-Dubai facilities should not imply an endorsement of any individual,

group or organization and the name of the IMT-Dubai shall not be identified in any

way with the aims, policies, programs, products, or opinions of any individual,

groups or organizations which may meet in IMT-Dubai buildings or on IMT-Dubai

grounds in accordance with these regulations.



The possession of and discharge of firearms, weapons and explosives on IMT-

Dubai property including IMT-Dubai labs and off IMT-Dubai facilities, if any is

prohibited except in regularly approved programs or by IMT-Dubai agents or

employees in the line of duty and in accordance with the laws of the UAE.

No IMT-Dubai building, or part thereof, or grounds may be occupied as living

rooms or bedroom except those duly set aside and operated for such purposes.

8.4.3 Use of Classrooms, Computer Laboratories and Office Space:

Assignment of space in IMT-Dubai buildings for continuing use by departments or

other units for use as research laboratories, offices or for other specific purposes

will be made by the Director.

Assignment of classrooms and Computer laboratories for scheduled classes and

examinations will be made on a semester-by-semester basis by the Program

office.

Members of the IMT-Dubai faculty, staff or students who are assigned office space

in a building on IMT-Dubai, and who have been authorized to have a key to the

main door of the building, shall be authorized to use such assigned office space

whenever their work may require such use.

Faculty may schedule facilities for rooms; equipments etc. upon approval of their

request on the exact requirement by the Director of IMT-Dubai.

Students can request for facilities through the Office of Student Services by

substantiating their request. The request has to be forwarded to the Director of

IMT-Dubai, who will allocate the facilities.



SECTION 9: FISCAL RESOURCES

9.1 Audit Policy


Responsible for



IMT-Dubai has appointed both Internal and External auditors.

The auditors have full access to all books of accounts, vouchers, supporting

documents and relevant records.

Internal audit is conducted by a professional and independent audit firm. Internal

Audit takes place twice a year. The results of the Internal Audit are communicated

to the Director IMT-Dubai for review and proper action. The internal audit covers all

accounting procedures, financial matters and ensures full compliance with set

procedures.

External audit is performed once a year by an independent firm of auditors. The

findings are communicated to the Management committee. External Audit can

assure particularly the fairness of books of accounts and recording of transactions

and compliance of all applicable laws and regulations.

Upon request, a copy of the audited financial statements will be provided to the

Commission of Academic Accreditation, Ministry of Higher Education and Scientific

Research.



9.2 Financial Policies


Responsible for



a) Accounting

Following is the organizational structure for the Accounts Department of the

Institute of Management Technology, Dubai, UAE:

1 Administration Manager will be the head of the department and report to

the Director IMT-Dubai and the Board of Directors. (see Job Descriptions)

2 Executive Accountant

3 Assistant Accountant

b) Fiscal Year

The IMT-Dubai fiscal year runs from April 1 through March 31 of each year

c) Financial

i) Monthly Accounts

Books of accounts are updated for every transaction on timely basis.

Monthly statements for management accounts are prepared and submitted

to the Director for the financial position.

On receipt of monthly bank statements for the previous month from the

bank, a bank reconciliation statement is prepared. Accounts are updated

monthly and financials and management reports are prepared and

submitted to the Director

ii) Annual Accounts

Annual financial statements are prepared after the year end within 4 weeks

time. All year end procedures for physical counting, reconciliation,

confirmation of balances, adjustments of accrued transactions are recorded

duly supported with the estimates and computations. These annual

financials are submitted to the Board of Directors for review and after

approval, the auditors should be asked to send their representative for

annual audit.

d) Budgeting

The annual budget is set by the end of March of each fiscal year. The

process involves:



Starting at the beginning of May, each department, after analyzing their

goals and objectives, reviews the present annual budget to verify whether it

was viable enough as far as achieving their set goals was concerned.

Thereafter, they set the goals and objectives they wish to achieve in the

upcoming fiscal year. Accordingly, they decide upon their projected budget

in accordance with the goals and objectives already set by them.

All Departments should submit their respective drafts for the annual budget,

incorporating the list of requirements along with the tentative cost involved,

to the Finance Department for its compilation by February 15.

By the end of February, all departmental budgets should be finalized to be

incorporated after discussions with department heads.

The Final Consolidated Budget is presented for approval of the Director by

March

The Draft budget for approval from the Board of Directors is presented at

least 1 week before the Board meeting to the Board Secretary for printing

and distribution among Board members.

The Budget is reviewed and, if acceptable, approved in the Board meeting.

Any Amendments to the approved budget should be incorporated after

approval by the Board. The approved Budget Copy and time to time

amendments will be kept separately in a file for future reference.

e) Capital Expenditures

Capital expenditure is the purchase of furniture, equipment, vehicles etc., with

an estimated useful life of more than one year. Any purchase of equipment,

etc., with a price under having a useful life of less than a year would be

considered as consumable. Capital expenditures will be recorded directly in the

Fixed Assets. Consumables will be charged against Current Fund operating

budgets. Major Capital Expenditures in excess of the budgeted amounts will be

permitted only with the approval of the Board of Directors or their designee.

f) Depreciation Policy:

Assets capitalized would be depreciated over its useful life based on the useful

life to be estimated by the management.

g) Physical Verification

Periodic verification for counting and quality of assets is to be done for the

entire institute. Lists of Item names should be printed from the Fixed Assets

register and individuals selected from different departments for the physical

count and quality check. The Facilities Manager and a member from

Administration should be part of the team. On completion of physical counting

a comparison is prepared and variations should be supported with justified

reasons by custodians. The writing off of damaged assets should be reported

to the Director for approval and recorded in the books and Fixed Assets



register.

h) Surplus Assets

Tangible assets belonging to the IMT-Dubai which are no longer needed are

Surplus Assets. The Administration Manager, with the Board of Directors

approval, has the primary responsibility for disposing of surplus property.

All proceeds from the sale of surplus property are recorded in the general

accounts, regardless of what budget was charged with the purchase of the

asset.

i) Revenues

A list of prospective and continuing students to be registered is communicated

to the Accounts Office from admissions. The revenue to be collected is then

posted to the Accounting system.

It is IMT-Dubai 's policy that fees for each academic term are to be paid in full

prior to the beginning of classes of each academic term or in four installments

for the duration of the two year program.

j) Collections/Cash Management

Students may pay by cash or by current dated check in person in the Accounts

Office or through wire transfer.

Newly Admitted Students must pay the tuition and other fees before the

commencement of the Program as below:

Tuition fees

25%

Hostel

25%

Books

50%

Health insurance

50%

Visa charges

50%

Refundable deposits (a) Hostel 100%

(b) Library 100%

For payment by cash, wire transfer and check, the Accounts Office will record

the transaction in the student's account and issue them a receipt. Cash and

current dated checks will be deposited in the bank account on the last working

day of the week. All cash receipts are recorded in a manual register which is

reconciled and verified by the account assistant and a daily cash closing

summary is submitted to the Administration Manager.

All cash transactions are updated and posted on a daily basis in the accounting

software by the accountant. PDC received will be posted in a separate ledger,

on realization date the reversal entries will be passed as contra entries.



Mode of Payments

Check made out in favor of Institute of Management Technology FZ LLC

Wire Transfers for Bank details as follows:

Account Name Institute of Management Technology FZ LLC

Bank Name EmiratesNBD Bank, Mankhool Branch, Dubai,

U.A.E.

AED Account

No

1011409872502

IBAN No AE70 0260 0010 1140 9872 502

USD Account

No

1021409872501

IBAN NO AE35 0260 0010 2140 9872 501

SWIFT Code EBILAEAD

k) Scholarships and Tuition Reductions

IMT-Dubai provides academic excellence scholarships based on previous

qualifying exams and any relevant competitive tests. These are applicable only

to the undergraduate & graduate programs (BSBA & MBA only).

For EMBA, there are no scholarships, financial aid or tuition reductions.

l) Refund Policy

Refund of Tuition Fee


1. A fee of AED 4000 will be deducted from the Confirmation Fee.

2. Any costs incurred for Visa / books which has been paid by the student

will not be refunded.
















1. After 2nd Week of the commencement of the Program, there will be no

refund and 100% Fee amount paid towards 1st Semester will be

forfeited.

Please note that the above Fee Refund policy is applicable irrespective of

whether the student attended classes or not after the commencement of the

Program.

Refund of Residence Fee

1. If the student withdraws prior to commencement of the program, 80% of the

1st Semester Residence fees will be refunded.

2. If the student withdraws within the 1st week of commencement of the

program, 50% of the 1st Semester Residence fees will be refunded.

3. If the student withdraws after 1st week of the commencement of the

Program, he/she will not be eligible for any refund on the Residence fees.

Refund of Visa, Medical & Study Material charges

1. If the student withdraws 1 month prior to commencement of the program,

full fee will be refunded for Visa charges, Medical Charges and Study

Material charges.

2. If the student withdraws later than 1 month prior to commencement of the

program, he / she will not be eligible for any refund on Visa charges,

Medical Charges and Study Material charges.

Please note these dates and eligibility criteria are irrespective of the fact

whether the student attended classes or did not attend classes after the

commencement of the Program.

m) Bank Reconciliations

1. Daily reconciliation statements are prepared by accounts executive and

checked by the Administration Manager for reconciling the balance as per

books with bank statement balance.

2. A separate file is used to maintain the bank statements and bank

reconciliation statements.



9.3 Procurement and Inventory Control Policy


Responsible for



a) Purchase Requisition (PR)

The Administration dept. oversees the Business Services and coordinates

purchasing within the rules and regulations.

For every item required to be purchased, a Purchase Requisition (PR) must be

prepared by the concerned user department and sanctioned by the authorized

person as defined below. The duly sanctioned original copy of the PR should be

sent to the Administration department for Purchase action, and a copy retained in

the user department for record.

The Purchasing Department shall be responsible for purchase of all services,

materials, supplies, and equipment for IMT-Dubai purposes. The department will

initiate the process of getting a minimum of three quotations from vendors before

placing an order.

Purchase procedures shall be based upon the objective of securing services,

materials, supplies and equipment from a responsible and responsive vendor

offering the lowest cost. If the item is available in the stock the same would be

delivered immediately. At the time of delivery of the item an entry is made in the

stock register in order to monitor the level of stocks. The re-order levels should be

determined based on the level of stocks. The stock register shall be updated with

the physical inventory on a fortnightly basis.



b) Purchase of Capital Items

1. Items having a life of over five years, and which need to be capitalized in the

institute’s Accounts Books and recorded as assets, are categorized as Capital

items. These would include Information technology products like Computer

Hardware and Peripherals, etc.; Vehicles; furniture and office equipment

exceeding Dhs 1000/-in value of each item.

2. Capital Items Purchase Sanction Form must be filled in addition to the PR by

the user/originating department, for all Capital items exceeding value of Dhs

1000/-, and prior approval for purchase be taken.

3. The duly sanctioned original copy of the Capital Items Purchase Sanction Form

should be sent to the Administration department along with the PR for

Purchase action, a copy sent to Accounts department, and a copy retained in

the user department.

c) Purchase Order (PO)

Purchase Order is required to be issued for all items exceeding individual rate

of Dhs 1000/- and/or value of the Purchase exceeding Dhs 1000/-. The PO

would be prepared in four copies – Original for the Supplier, 1st

copy for the

Accounts department, 2nd

copy for the Stores/Receiving section, 3rd

copy for

the Administration department. The serial number issued/control has to be

maintained in a PO Register in the Administration department.

d) Procurement Procedure

IMT-Dubai shall follow the following guidelines for the Procurement procedure:

i) On the basis of the approved PR, the Administration Department should take at

least three quotations from the potential suppliers, evaluate the individual

offers, prepare a comparative chart of the offers received, and put up their

recommendation for approval of the Head of Administration department, and

only after the approval, the Purchase Order should be released to the supplier.

ii) However, for an individual item with the Purchase rate up to Dhs 1000/ and the

Purchase value not exceeding Dhs 1000/-, the Administration Department

would arrange to procure the item(s) from the market, and the Cash

Memo/Invoice should be authorized for reimbursement/payment to supplier by

the Head of Administration Department.

iii) The Administration Department must seek help of any other specialist

person/dept. when the nature of item(s) to be purchased is technical (e.g.

Computer Hardware), the application/use is very critical for maintaining

operations, or the value of the item(s) is over Dhs 5000/.



e) Limits Of Authorization

Data Director Administration

Manager

1 Books >1000 <1000

2 IT related items >1000 <1000

3 Procurements of

revenue nature

All budgeted

purchases

f) Issuance Of Purchase Order

In writing specifications and awarding a contract for a bid or proposal, the IMT-

Dubai may also take into consideration other relevant factors, including but not

limited to the skill, facilities, capacity, cost of and compatibility with existing

systems and operations, when major changes of practice would be required,

experience, ability, responsibility, previous work, the financial standing of the

bidder; the quality, efficiency, and construction of the equipment proposed to be

furnished; the period of time within which the equipment is to furnished and

delivered; and the necessity of prompt delivery of the items herein described and

warranties.

g) Receipt Of Goods And Services

After receiving goods, the goods are verified against the purchase order and

delivery order. Goods Received Note (GRN) is prepared and the entry is made to

the stock register by giving the reference of GRN number.

h) Documents For Processing Of Payment

The concerned department or the person receiving the goods / services and

issuing the Inventory receiving or task completion note should submit the said

document with deliver note and invoice from the vendor / service provider to the

reception desk and record in the IBR – Invoice Books of Register. The IBR is

forwarded to the Administration department for verification and further forwarded to

the Accounts department for payment.

i) Cash Payments

No payment can be made without prior approval of the Administration Manager.

Cash advances can only be given with the approval of the Administration Manager.

Documents must be submitted to justify the advance.

All payments for any expense are made after authorization of the Finance and

administration Manager. Verification of supporting documents should be performed

for financial statement assertions and then the signature from the receiver is taken

on a payment voucher as evidence of payment.



Daily Cash payment vouchers are reconciled by the Administration Manager in

accounting software.

j) Bank Payments

On receipt of invoices from the parties against purchase / expenses, a journal

voucher to record the expenses and liability is posted after checking budget limits

and the following documents:

Original Invoice (amount to be matched with LPO, calculation of values to be

checked) Purchase order

Payment date to be matched with payment policies.

List of inventory / Task Completion report for satisfactory delivery / completion

should be accompanied

Allocation of expense to relevant head of account

Budgeted amount

Variance (if any) is documented and justified

The bank payment voucher is prepared by the accountant and checked by the

Administration Manager and then forwarded to the Director for approval.

k) Responsibilities

The Facilities Manager is responsible for monitoring and managing the

administrative coordination for material receiving as set forth below.

The Facilities Department is to service the IMT-Dubai community as a whole by

ensuring material acquisitions, retained records, and stock inventory are controlled

and effectively managed.

Maintaining written policies and procedures as deemed necessary to

supplement this policy, for safeguarding and controlling all equipment in their

possession, and complying with this administrative policy,

Assigning and training equipment liaisons/custodians for taking inventories,

Proactively ensuring that all the equipment in their custody is adequately

safeguarded and controlled, and

Promptly reporting status changes to the Administration Department.

Discrepancies (unexplained losses, possible thefts, etc.) must be reported

immediately to the Administration Office.

Assigned equipment liaisons/custodians should be classified staff or faculty

whose regular duties consist in whole or in part of managing the unit’s

equipment and acting as the point of contact for equipment. This includes

being the unit’s primary point of contact with the Facilities Department.

Stolen, or destroyed equipment.



All amendments and additions to this Administrative Policy are to be reviewed and

approved by the Director, Administration Manager.

The Administration Manager has the responsibility of checking the IMT-Dubai

stock inventory before going ahead with the purchase.

l) Inventory Control

The policies provided herein apply to all IMT-Dubai faculty and staff during material

acquisitions.

Readily available inventory stocks eliminate the need for departments to maintain

large quantities of office supplies. Items should be purchased commercially only

when the standard stock items are either unavailable or do not satisfy the

requirement. Suggestions to add items to inventory are encouraged and should be

directed to the Purchasing Department. Every effort has to be made to ensure that

agencies used by the IMT-Dubai obtain high quality goods and services at a

reasonable cost; that competition is sought to the maximum extent possible; that

all qualified vendors have access to public business; and that procurement

procedures be conducted in a fair and impartial manner.

Purchasing activity will be conducted in a professional, efficient, expeditious and

compliant manner.

m) Periodic Inventories

Initial inventory is done by the Facilities Department, upon receiving goods or

equipment. All capital assets including equipment and furniture are given a code

number indicating its classification, serial number and date of purchase, and the

designated department or unit it will be located at. Data of initial inventory will be

added to the IMT-Dubai inventory database on the day of its acquisition by the

Facilities Department.

Physical inventories of IMT-Dubai controlled, centrally recorded equipment are

normally performed in the summer of each year. The inventory is performed by the

Facilities Department and with any department that has responsibility for

equipment providing assistance relative to access, location, etc.

The Facilities Department will carry out inventory and damage control of all

equipment and assets in both the Institution and residence facilities.

The final results of the inventory are communicated to the Director and

Administration Manager.



Departments are responsible for safeguarding all equipment in their possession

and for promptly (within 15 days) advising the Facilities Department of all changes

in the status of centrally recorded equipment. Changes are to be reported to the

Facilities Manager via email. In addition, certain status changes (unexplained loss,

theft, damage, destruction, etc.) must also be reported to the Facilities Department

as soon as discovered. Departments may request listings of the equipment

assigned to them at any time.

Departmental/office budgets for the subsequent fiscal year will be reduced by the

book value of each piece of equipment that is not found during the process of

inventorying if the book value is AED 1,000 or more. Book value is the original cost

or other applicable value at the time of acquisition, less accumulated depreciation

at the time of the inventory.

Depreciable are based on the schedule used by IMT-Dubai for its Indirect Cost

Proposal. Items of equipment remain on departmental accounts or to the assigned

person until such time as they are properly reported to the Facilities Department as

lost, stolen, etc. or until departmental budgets are charged as explained above.

Thefts, destruction, etc. must be reported in a timely fashion to avoid a budget

reduction.



9.4 Risk Management Policies


Responsible for

Implementation CAO/Dean

Contacts Dean

Introduction

IMT-Dubai engages a risk management firm which conducts a risk analysis of all

units of the institute every 6 months. The risk auditor reports to the Director and

CAO as to the risks that has been identified and Management response is

requested. The finalized internal audit report is presented to the Board which

directs measures that should be undertaken to mitigate the risk.

Following is the type of risks involved in the activity of the institution:

Operational risks

Financial risks

Natural Calamities.

The Director of IMT-Dubai is accountable for ensuring that the risk management

policy is established, implemented and maintained in accordance with this policy.

The Managers of the various departments must report on the potential risks within

their departments so that a directive can be issued to alleviate any of the potential

hazards. The Director is directly responsible to give a full disclosed report to the

Board of Directors.

9.4.1 Operational Risks

The types of Operational risks involved are the break down in the internal controls

and corporate governance. Other operational risks include major failure of

information technology systems or events such as fires or other natural disasters

as well as decreased enrollment that could cut the revenues needed to carry on

the daily operations of the institute.

The operational risks caused by any of the above mentioned factors could result in

financial loss to the institution. The probability of operational risk is assumed to be

moderate.

The financial loss in case of such type of event would be negligible. However the

loss of information and data could be of substantial damaging to the organization.



MEASURES TO MITIGATE THE OPERATIONAL RISKS

1. All the computers are password protected. As a policy the employees shall be

advised to change the password at frequent intervals.

2. The entry to the server room is denied to persons other than authorized

persons. The person in charge of server room shall ensure that unauthorized

access to the server room is restricted. The System Administrator is

responsible to ensure 1 and 2 are carried out.

3. As a system the backup will be taken for all the data and would be stored at a

secured place in lock and key, i.e. bank vault at company’s bank. All

department Managers are responsible to back up all relevant information

quarterly and submit the information to be filed at the company’s bank

4. Electronic security controls on entry and exist are installed to the server room.

The System Administrator is responsible to ensure all is working order.

5. The institution has engaged internal auditors to monitor the operational risks.

Internal controls are seen as the major tool for controlling and managing the

operational risk: The Director of IMT-Dubai is given a full report and must

submit this to the Board of Directors.

As far as other risks factors are concerned like Fire, natural disaster appropriate

insurance coverage will be taken. A copy of this insurance is found in the Office of

Administration and is the responsibility of the Administration Manager. Break down

of internal control is assumed to be negligible. The assumption is drawn based on

the fact that there is a proper designed system of internal control and internal audit

in place in order to take care and flag mark any potential risks that the organization

would be facing in future.

The internal auditing will be an independent process. A draft of the audit program

is prepared by the internal auditor and is discussed with the Director and then the

Board of Directors. Monitoring and reporting the statutory compliances is also the

responsibility of the internal auditor.

Appropriate insurance cover is taken to protect and safe guard the assets. The

organization shall ensure that all its assets are adequately insured so that the

insured value fully covers the replace the lost/destroyed asset. The immovable

property shall also be insured against natural disasters like earthquake etc.

Under the risk management plan all the employees and the third parties working or

visiting the premises are provided with the insurance cover. These policies are

located in the Office of Administration. During the Board of Directors meeting the

insurance is discussed and a report is prepared by the administrative officer on the

adequacy and total coverage of all assets of the organization.



The program devised by the institution to facilitate a proper internal control

includes:

1. There are comprehensive policies and procedures which are approved by the

Board of Directors

2. There are appropriate procedures and processes to implement the policies

3. There is a comprehensive code of conduct for staff and the code is periodically

reviewed.

4. The responsibilities and levels of authority required in relation to various types

of activities and exposures are clearly defined.

5. There is a proper and adequate segregation of duties

6. The auditors of the institute possess the necessary experience and expertise to

audit the institutions activities.

7. Audit reports are timely distributed to senior management.

8. There are adequate procedures for Recording, monitoring and reporting the

complaints received from the students.

9. There are adequate screening processes in place for recruiting. Staffs recruited

are with the necessary experience and professional capabilities.

10. Staff training programs are organized to provide adequate training to possess

the necessary experience and expertise.

11. There are instituted policies and adequate controls to ensure that all the

transactions documented are properly executed, confirmed and maintained.

12. There are adequate controls over the accounting and record keeping process.

Daily bank reconciliation, weekly cash counts and monthly balancing of books

of account are some of the control aspects exercised by the management.

13. Adequate management information system is in place like monthly income and

expenditure account and Balance Sheet for effective management and control

of all aspects of operations. Activities of Internal auditor are also seen as an

important element of operational risk management.

9.4.2 Financial Risks:

Mentioned below are the four aspects of financial risk management which will be

looked after by the Institute:

1. a positive corporate culture

2. actively observed policies and procedure

3. effective use of technology

4. Independence of risk management professionals.

In order to take care of the above mentioned four aspects of financial risk the

management has outlined the following preventive measures namely:

The institute maintains adequate controls over its accounting and other record

keeping processes for both on and off balance sheet assets and liabilities. It

ensures that the Administration Manager is responsible for accounting and

record keeping functions are independent of each other. The transactions



recorded in the financial books are all valid transactions and describe the

transactions in sufficient details to permit proper classification of transactions

for financial and regulatory reporting.

The organization has devised adequate management information systems

herewith for reference .The key elements such as timeliness, accuracy,

consistency; completeness and relevance shall be considered at the time of

signing of the MIS. The accurate MIS and its timeliness shall be essential to

the organization’s risk management process.

The organization ensures that there is adequate physical security for its place

of business and cash in transit. Access to sensitive areas like server room,

accounts department is granted strictly on need basis to minimize the risk of

unauthorized transactions, fraud or disruption of operations.

Fire proof safe deposit vaults are in place for the storage and safe custody of

assets such as cash and students documents.

9.4.3 Risk Management Plan:

The institute has taken adequate protection to safeguard against potential key

element of risk in the following area:

a) Personnel recruitment:

The institute has a procedure in place whereby the recruitment of personnel is

done after proper scrutiny and verification of information as furnished by the

prospective employee in their resume. The reference, details as provided in the

resume by the prospective employee, is called upon in order to verify the

conduct and the job history of the prospective employee. After a thorough

check and procedure the employee recruitment is done.

As a matter of having a diversity of personnel the situation vacant in the

institute is advertised on the local/international media. This gives an

opportunity to recruit personnel from a diversified background. However the

same verification procedures are carried out in case of international recruits

also.

b) Competition:

The programs offered by the institute are not comparable with the programs as

offered by its immediate competitor. In addition to that IMT-Dubai’s programs,

as offered by the institute, are seeking accreditation by the MOHESR, which

gives the institute an edge over the other institutes operating in the region.

In regard to its employee retention, again a strategy is in place to offer market

prevalent remuneration in order to keep the employees satisfied. Regular

training programs are conducted for employee development and at all times it

is ensured that a healthy work environment is offered to the employee to

promote the institute’s goodwill.



c) Revenue generation:

Due to a well built up plan in place for adequately marketing its programs and

having the advantage of accredited programs being offered, there is no

concern with regards to revenue generation which may be caused due to

limited enrollments. If for any reason, revenue decreases, a report will

immediately be made to the Board of Directors and appropriate safe guards will

be taken. If at any time, the revenue decreases to the extent that an exigency

financial situation exits, the Board will act accordingly.



SECTION 10: PUBLIC DISCLOSURE AND INTEGRITY

10.1 Conflict of Interest Policy


Responsible for


Contacts HR Officer

10.1.1 Purpose

The purpose of this policy is to provide clear guidelines to assist faculty and staff members

to recognize and avoid conflicts of interest in their employment with IMT-Dubai.

10.1.2 Definitions

A conflict of interest occurs when:

The activities of an IMT-Dubai member outside their employment with the Institute

leads, or could lead, to material benefit for the member concerned, either directly

or indirectly , to the detriment, or potential detriment, of the Institute.

The activities of an IMT-Dubai member interfere, or could interfere, with that

member’s fulfillment of their employment obligations.

Any reference to a conflict is a reference to a real, perceived or potential conflict.

10.1.3 Conflict of Interest Guidelines at IMT-Dubai

i. It is the policy of IMT-Dubai that members of the Board of Trustees, faculty

members, staff, and members of their immediate families should not seek

pecuniary gain by virtue of their association with the college for business activities

that are outside the responsibilities of that association.

ii. Faculty and staff should avoid any personal interest that might conflict with the

interests of the Institute. They are expected to adhere to all UAE labor laws and to

all College policies and procedures.

iii. All institute members should not accept or solicit any gift, favor, service, or benefit

that they should reasonably know is offered with the intent to influence their

decisions or actions. Likewise, employees and faculty members may not solicit,

accept, or agree to accept any unauthorized gift, favor, service, or other benefit

from having exercised the powers and responsibilities of their official college

position.



iv. Faculty and staff members should not accept other employment or engage in any

business or professional activity that would require or induce them to disclose

confidential information acquired through their official Institute position.

v. It is also expected from faculty and staff members that they do not conduct private

business using Institute equipment, systems, supplies, or facilities, nor should they

transport or use Institute equipment, systems, supplies, or facilities for personal

purposes. Employees may not conduct private business with the Institute. Private

business on the part of employees may not conflict with the duties, responsibilities,

or time commitment required by the employee’s position with the Institute.

vi. Institute faculty and staff members whose positions allow/require them to

participate in the selection process for textbooks, or any materials from which the

employees might personally gain shall completely withdraw from such processes

by not participating in any discussion or by not voting on any recommendation

related thereto.

vii. All applications for vacant positions in IMT-Dubai must be considered in

accordance with the principle that all the Institute appointments shall be made

solely on merit. Where a relative of a faculty/staff member applies for a position at

the Institute and that faculty/staff member has recruitment authority or could

influence the appointment, the staff member shall declare their interest and take no

further part in the recruitment process.

viii. As per relationships with external organizations, Staff who are in a position to

influence any decision relating to the supply of goods and services to the Institute

shall notify their Head of Department if they, directly or indirectly, hold any financial

or other interest in an external organization negotiating with the Institute for the

supply of goods or services. Similarly, staff shall not recommend to the Institute an

external organization as a potential supplier without disclosing any interest held.

ix. Staff shall not personally accept inducements or gifts from suppliers of goods and

services to IMT-Dubai if the offer is related to any contractual relationship between

the supplier and the Institute.

x. Staff shall not use confidential information relating to the Institute acquired during

their employment to help any potential supplier of goods and services to the

Institute achieve advantage over other potential suppliers.

xi. Faculty and staff members at IMT-Dubai understand that they are required not to

participate, directly or indirectly, in activities that relate to or consist of the sale or

exchange of complimentary textbooks, software, laboratory manuals, or other

educationally related items.

10.1.4 Requirements of disclosure

Where an IMT-Dubai member considers a conflict of interest may exist, they

should disclose this in writing to their Head of Department.

Where the Head of Department determines that a conflict of interest exists, or is

perceived to exist, the Head of Department will acknowledge the conflict of interest

and either



a) authorize the staff member in writing to continue in their current duties; or

b) put in place additional processes to ensure the impartiality of the staff member

in performing their duties; or

c) re-organize the duties of the staff member to remove the conflict of interest;

d) report the matter to the College’s President for determination of appropriate

action.



10.2 Intellectual Property Rights Policy


Responsible for


Contacts Dean / Program Chairperson

The Institute has laid down the following policies:

i. Authors will be given full credit for their work, and will be entitled to retain

proprietary rights.

ii. Publishable work of its faculty, staff, and students will be available to all

interested scholars.

iii. In cases where the produced materials are result of specific assignments

by the Institute, the Institute will retain the right to determine the copyright

issues.

iv. The Institute owns the copyrights to all multimedia, all electronic and

computer based instructional materials produced and delivered by faculty

while employed at IMT-Dubai and retains the right to reproduce, update,

distribute, transmit and alter the course materials.

v. Affiliation should be mentioned for all intellectual work carried out by the

faculty.

Faculty members shall not include any content which constitutes libel, invasion of

privacy, infringement of copyright or literary rights or otherwise violate the legal

rights of any persons under UAE law.



10.3 Teach-out Policy


Responsible for


Contacts Program Office

10.3.1 Purpose

This policy deals with the decision to transfer, dis-establish or discontinue an

academic unit or program. Prior to taking such a decision, a regular or ad hoc

review of the unit or program must be conducted by a program director,

department chair, dean, or a program review committee. Broad consultation,

including faculty and students who are affected by the proposed change, as well as

peer review from outside the Institute is essential.

In case any program is discontinued, IMT-Dubai shall make appropriate refunds to

such students or make suitable teach-out arrangements to the affected students.

The policy below will be followed in the event that IMT-Dubai can no longer

continue teaching its one or many of its programs.

10.3.2 Policy

IMT-Dubai will provide appropriate fee refund and the staff and administration will

make every effort to support to the current student body in finding a college or

institute to continue their education. Prior to beginning closing procedure the

students will be notified forthwith through an Institute wide announcement with

printed/posted materials. A message will be posted on the website indicating the

intention to close and the last day of classes.

For this purpose, the IMT-Dubai administration should prepare following student

data:

1. A listing of all students (current and past) with their date of birth.

- This information will be generated from the College’s database.

2. Student Records (current and past) to include an original transcript of

courses, hours, dates, and instructors names for the courses taught by

each instructor and completed by the student.

- This information will be generated from the Student Affairs files.

3. Proof of paid and unpaid tuition, refunds due and account balances.

- This information will be provided from the institution’s accounting

Department.

4. The methods and timelines to be used to ensure the students are refunded

any amounts due.



10.4 Publications Policy


Responsible for

Implementation Marketing & Admissions Department

Contacts Head of Marketing & Admissions

IMT-Dubai has developed a publication policy that aims to preserve quality, provide

uniformity in publications, and assure a proper institutional image.

The policy requires that all publications and printed materials be processed by or through

the Marketing Department at IMT-Dubai. Publications covered by this policy include all

printed materials, electronic productions representing the Institute or any of its constituent

programs or departments.

Responsibilities of the Marketing Department

1. Responsible for designing, editing, and supervising production for all information and

/or promotional publications and for periodical and/or continuing publications from

academic and administrative units for internal and external distribution.

2. Responsible for maintaining and updating the content of the Institute’s website in close

collaboration with the IT Department.

3. Responsibility of reviewing each publication request with regard to:

Economic production

Writing and general format consistent with the Institute’s policies (e.g., logo/graphic

marks policy)

4. Publications not processed through the Marketing Department will not be issued a

purchase order from the Purchasing Department and will be subject to cancellation.

5. The Marketing Department has facilities and budget for the production of publications

and other printed materials and is the initial contact for printing the Institute’s

letterhead, brochures, fliers for special events and/or conferences, envelopes and

business cards, office forms for internal use; and other printed materials.



10.5 Consultancy Policy


Responsible for

Implementation Dean

Contacts Dean

IMT-Dubai believes that organization grows to the extent its people grow. Hence

continuous up gradating of knowledge and acquiring new knowledge is essential for

growth. Knowledge provides power to progress and stay ahead of others. The Institute

places a high premium on independence of thought and action. Learning, creativity and

innovation help its community to become agent of change. Carrying out research,

teaching, training, providing consultancy and interaction with practitioners enable the

institute to enhance capabilities, remain professional competent and academically

sound. Theory and practice go hand in hand. The institute therefore lays emphasis in all

these areas.

10.5.1 Consultancy Services

Mission

Be reputed world class institute providing consultancy and professional services in

management, administration and business.

Goal

To provide effective and practical business solution to client organization thereby

enhancing their competitiveness and facilitating them to achieve business objectives

Objectives

The objectives are:

To deliver high quality and professional services with added values to our clients

on agreed time table;

To identify new research opportunities in emerging management trends ,

technological innovations and human interface for meeting future needs;

To set high standards of management consulting.

10.5.2 Consultancy Areas

Few important areas of relevance identified presently are:

Financial management



Market research

System analysis

TQM

Productivity enhancement

Supply chain management

Project management

Strategic planning

Leadership skills

People Management

Providers

Consultancy services are provided by the Institute’s highly qualified faculty (Full time,

Part time and Visiting) having rich and varied experience of different sectors of

manufacturing and service.

Guidelines

1. All consultancy assignments shall be taken up in the name of institute on the

basis of written agreement between the institute and client organization with prior

approval of the Director, IMT-Dubai.

2. No individual can enter into direct agreement or liaison with any organization

without prior approval.

3. All consultancy assignment must generate net income to the institute as outlined

in the income sharing policy. It should include all project related costs like: travel

and stay cost, infrastructure support cost, institutional \ Professional fee of faculty

time.

4. All consultancy assignments to be treated as integral part of institute activities.

5. Each consultancy project will be assigned a unique project code.

6. Before initiating the consultancy services, project leader must prepare project

proposal showing the team members, expected start and finish project timing,

budget estimate of expense involved, project income and expected net income.

Project leader will be responsible to keep track of project expenses

7. To maintain high standard personal conduct and business ethics

8. To maintain strict confidentiality of client information and findings.

9. On completion of project, project leader must prepare a statement of project

money received, expenses made and net income generated and basis of sharing

part of net income generated among the team members.

10.5.3 Income sharing policy

Participation and contribution of faculty members to consultancy activities and training programs conducted by IMT-Dubai will be considered as over-load provided the concerned faculty member has completed his / her normal work-load.



IMT-Dubai does not allow faculty members to enter into consultancy or executive education activities with companies or higher education institutions, except under exceptional circumstances with prior approval by the Director.

For consultancy activities done under IMT-Dubai, the faculty will receive a remuneration equal to 50% of the invoice paid by the client.

For consultancy activities done outside of IMT-Dubai, the faculty will need prior approval from the Director and a fee of 50% of the invoice will be retained by IMT-Dubai.

For executive programs done under IMT-Dubai, the coordinator of the program will receive a remuneration equal to 10% of the invoice paid by the client. The faculty teaching in such programs will receive a remuneration based on the part-time faculty hourly rate.

For executive programs done outside of IMT-Dubai, the faculty will need prior

approval from the Director and a fee of 50% of the invoice will be retained by IMT-

Dubai.

10.6 Documentation preparation and scrutiny

Formation of core committee for preparing draft document as per the

guidelines.

Review and discussion on the draft document by senior faculty members

Sent for wider circulation and draft preparation.

Draft approval of the documents by the Director

Corrections and proofed for accuracy in English.

Scrutiny by QAIE for Consistency and correction of errors if any

Numbering of the document by QAIE

Final approval by the Director.



SECTION 11: REASEARCH POLICY


Responsible for

Implementation Research Committee

Contacts Chair, Research Committee

Purpose

Research policy of IMT-Dubai provides an environment within which faculty, academic

staff, and graduate students carry out research. It acts as an overarching framework for

the research management at IMT-Dubai.

Policy Content and Guidelines

11.1 Requirement to Undertake Research

a. All faculty, academic staff, and doctoral students are expected to carry out

active research and publish their findings in peer reviewed journals. The choice

of channels may depend on the commercial sensitivities of the findings and

research outputs.

b. All faculty, and academic staff are encouraged to generate research

funds/grants to support their research. IMT-Dubai will actively support efforts

for external fund raising for research. IMT-Dubai supports the faculty with initial

funding for pursing new areas research, regional focused research and institute

theme based projects.

c. Research and publishing receives equal importance as the career expectation

of faculty, and will be balanced with the other obligations such as training and

administrative responsibilities.

11.2 Statutory and Ethics Obligations

a. Faculty, academic staff, graduate students and doctoral students are under

obligation to conduct research in compliance with the frame of all the

legislations, ethical guidelines and contractual requirements.

b. Research involving human subjects need to adhere to the ethical policies. The

guiding principles are:

Respect and dignity of individuals and local culture,



Care for social and cultural contexts,

Sensitivity to gender issues,

Involvement by consent and avoidance of coercion,

Avoidance of conflict of interest,

Care for natural environment,

Potential impact on the human subjects,

Commitment towards any national and international treaties related to the

issues of conduct of research with human subjects.

11.3 Research Management

Implementation of research policy is carried out through research committees and

designated administrative positions.

a. IMT-Dubai Research Committee is chaired by the Director. This committee acts

as the overall research management and administrative body. This committee

has the responsibility of advising the Director and Board on Institute’s research

and publication strategies to be adopted; to develop, implement and review

research policy.

b. Institute Research Committee is comprised of Director, Dean, two full time

professors with research standing.

c. A designated staff would support the committee for day to day administration of

research in the Institute. The research facilitation office will:

Assist IMT-Dubai Research Committee, coordinate the activities of its

subcommittees, and monitor external research policy developments

Manage the internal administration of the Performance-Based Research

Fund

Secure and support external research funding from the public and private

sectors

Monitor and report on externally funded research grants

Provide professional development opportunities for staff to enhance their

research performance.

11.4 Research Support Resources:

IMT-Dubai recognizes the fact that the quality and performance of the faculty both

in teaching and research is a key contributing factor to the overall reputation and

recognition of the Institute by academic communities and other relevant

stakeholders. It is therefore the policy of the Institute to promote faculty skills and

qualifications on a continuous basis. Broadly the Institute supports the faculty



professional development in following ways:

a. IMT-Dubai Research Fund

IMT-Dubai research funds allocation based on the principle that it is an

investment to achieve various outcomes that are expected from its faculty,

academic staff and student research. The Research Committee allocates

grants from this fund based on merit of the proposal.

Additional support may be extended to the early career researchers and

academic staff new to IMT-Dubai. Research Committee allocates a portion

of the research fund specifically for this purpose.

For details refer to Faculty Handbook Section 11 PROFESSIONAL

DEVELOPMENT FUND (PDF) AND RESEARCH INCENTIVES.

b. External Contracts/External Research Provisions and Obligations

i. All applications for external research funding must be submitted in the

name of the institute through the Research Office/Director.

ii. The Research Office manages/facilitates the contract, financial and non-

financial management services for the Institute’s grant management

process.

Faculty and academic staff are expected to comply with the

Management of External Research, Consultancy and Related Contracts

Policy with respect to the costing and pricing of external research and

consultancy.

Faculty members can also carry out research or consultancy with in the

stipulations of external research and consultancy norms. All such

activities should have prior approval from the Director. Faculty and

Academic staff carrying out externally funded research or consulting

work can manage their funds through the Research Office following the

Guidelines of the institution.

Academic staff can apply for leave for Research and Study Leave,

Overseas Conference Leave, GCC Conference Leave and Exchange

Leave. Approval of the Board is mandatory in case of any leave

extending for more than six months.

c. Professional Development Support:

IMT-Dubai is committed to support financially the participation of faculty in

training Programs and/or workshops, with the aim to enhance their professional

skills. The overall objective of the professional development policy is to

enhance the professional skills of faculty in their respective areas of expertise

and must be geared to the educational needs of the Institute. The objective of

professional development activities is to contribute to the development of new



programs, to improve existing programs and to better serve the interests of

IMT-Dubai student’s community.

d. Conferences and Workshop participation:

Attending refereed international conferences provides opportunity to the

academicians to share and discuss their work with others of international

standing. It also helps in establishing recognition of the quality of the work and

the institution both.

The Institute has the policy of funding travel to refereed international

colloquiums, conferences, seminars etc. if a paper is being given. Attendance

per se is not encouraged by the Institute and scholarly contribution is a

condition of seeking support from IMT-Dubai. Expenses towards conference

registration fees, boarding and lodging in cases where required will be provided

by the institute.

The Institute policy allows a faculty member to present a paper at a refereed

international conference once every year. Requests for the participation may

be put up before the Dean of the program along with research paper to be

presented or justification for the relevance of the conference. Also the travel

budget, boarding and lodging expenses, participation fee has to be put up for

approval. All faculty members must submit their proposal to the Dean of the

program who will review it. The Dean will make proper recommendation to the

Director of IMT-Dubai for a final decision.

11.5 Research Planning

Each and every faculty member is expected to develop and implement their own

research plan. All research plans must be prepared at the beginning of the year,

and must be approved by the Director. Any new projects that may come up during

the year, also need to be approved by the Director before commencement.

11.6 Evaluation and Monitoring of Performance

a. The RC will monitor the progress on the basis of agreed criteria and will advise the

researchers on the outcomes.

b. The research performance of individual faculty, academic staff is monitored and

evaluated by Expert committee/Director as a part of the Staff Performance

Development and Career Planning process.

c. Faculty and academic staff are required to participate in the external assessment

of performance such as the Performance-Based Research Fund as directed.



d. Staff are required to supply complete and accurate details of their research outputs

annually to the Research Office. The Research Office will compile and publish an

annual list of faculty, staff and student publications in the specified categories.

11.7 Publication and Intellectual Property

a. Faculty, academic staff, staff and students are expected to comply with the

institute’s intellectual property policy.

b. This expectation is subject to any considerations that may require either restricted

publication or delayed publication, along with the need to observe any contractual,

confidentiality or privacy obligations entered into with respect to the research and

intellectual property, and the need to protect the value of potentially

commercialisable intellectual property as required by the Institute’s Intellectual

Property Policy.

11.8 Recruitment and Staff Development

a. According to the Vision and Mission of the institute IMT-Dubai commits to engage

in research at a higher level with application and regional focus. Therefore, the

appointment of new faculty and academic staff must be in line with the quality of

their research record or research potential commensurate with the requirements of

the position.

b. Faculty and academic staff are required take part in the annual Performance and

Career Development process. Prepare a research plan in the beginning of the

academic year and review that plan annually in consultation with subject matter

experts and Director. Consultation will include a review of: research objectives,

anticipated applications for external research funds, opportunities for collaboration,

timelines and expected outputs. It must also reflect any special agreements

regarding teaching, administration, research duties and research training and/or

development opportunities for research depending on the career stage of the staff

member.

c. Director and Dean are expected to consider workload in the distribution of

supervisory responsibilities before approving enrolment proposals by postgraduate

research students.

d. Director and Dean must ensure that newly appointed faculty and academic staff

are familiar with research evaluations, research training and funding opportunities

and the importance of publishing in suitable avenues, both inside and outside the

institution.



11.9 Expert Committee

Expert Committee appointed as per Sub-section 4.10.3 shall evaluate faculty

research and other academic works on an annual basis for promotion and

increment, and for designing future faculty development activities.

11.10 Maintenance of records

The Director shall maintain research evaluation record for each faculty members.



SECTION 12: COMMUNITY ENGAGEMENT


Responsible for

Implementation CAO/Dean

Contact Dean

IMT-Dubai aspires to be an institution that is actively engaged with its communities –

nationally within the UAE as well as internationally, wherein the intellect, knowledge and

creative endeavor of its faculty, staff, students and alumni would be best capitalized to

improve the quality of work and social life of these communities.

IMT-Dubai strives to engage with diverse communities by fostering beneficial collaborative

partnerships in the fields of knowledge transfer, culture, environment, social and economic

initiatives adopting diverse modes such as organizing conferences, seminars, industry

interactions, cultural and business events.

12.1 Goals

To remain engaged with local and regional governmental and non-

governmental bodies (such as Dubai Chamber of Commerce, UAE

International Chamber of Commerce, Emirates Identity Authority, etc.) through

meetings, seminars and workshops;

To foster bonds with professional bodies (such as Dubai Quality Group,

Logistics Group, Emirates Centre for Organizational Learning, etc.);

To carry out outreach activities like national/international conferences,

seminars, awareness programs and industry interactions;

To carry out programs for school children and teachers;

To strengthen cultural bonds among student community through cultural meets,

sports events and other extracurricular activities;

To enhance industry interface with a purpose of improving the curricula and

identifying employment/training/internship opportunities;

To organize industry oriented training program for enhancing working

experience through industry visits, workshops by the industry experts, live

projects etc.;

To participate in the events organized by DIAC, other government agencies,

universities and institutes.



12.2 Community Engagement Committee

The Director shall constitute a Committee to discharge the following

responsibilities:

- Preparation of annual action plan of community engagement along with

budgetary requirements.

- Invite community engagement ideas from faculty, staff, students and other

stakeholders.

- Quarterly review of implementation, progress, and benefit achieved.

The committee shall comprise of the following members:

1. Dean

2. Chairperson Student Life

3. Two faculty members

4. Two student members

5. Two staff members.

The Chairperson Student Life shall circulate the annual plan for community

engagement, and each community engagement event to all faculty, staff and

students. The Committee shall report to the Director. The Committee shall also set

targets/benchmarks achievement level in terms of number of participations,

achievement of the desired purpose etc.

12.3 Action Plan

The Committee shall prepare the community engagement plan during the last

quarter of every year to be pursued during the succeeding year. The plan shall be

approved by the Director.

12.4 Responsibility

Types of Activities Responsibility

Academic & Research Deans

Government and Corporate Chairperson Student Life

Student Engagement Office of Student Services

Alumni engagement Alumni Association

The person responsible for a particular activity shall maintain the detailed records

of the events, participation level, expenses incurred, etc. and all such information

will be compiled by the CAO.



SECTION 13: POLICY DEVELOPMENT AND DOCUMENT

CONTROL

13.1 Policy Development

Director is responsible for reviewing existing policies and developing new

policies. Inputs for changes are generated internally and from external sources.

All existing policies are reviewed annually for evaluating their relevance and

applicability.

Director forms a committee comprising of faculty, staff and other stakeholders.

Based on the report of the committee and wider discussions, the necessary

policy is developed by the Director.

Policy so developed is scrutinized by the QAIE Office for consistency with the

CAA Standards and other regulations.

All policies are approved by the Board of Directors.

13.2 Incorporation of Policy Changes

QAIE Office assigns revision number and date of change.

QAIE Office incorporate changes in the relevant manual.

13.3 Dissemination

Director shall notify any new policy and policy changes.



Annexure I - Reimbursement for Overseas Journey

For Director:

1. Hotel – Room Charge

(actual basis- subject to a

maximum of)

US $ 250/- per day Australia, Japan, Europe , North

America, UK

US $ 200/- per day Other countries including India

2. Per Diem


America, U.K.


Permissible Class of Air Travel to overseas journey by Director : Business

For All Dean & Heads of Departments:

1. Hotel – Room Charge


maximum of)


America, UK


2. Per Diem


America, U.K.


Permissible Class of Air Travel to overseas journey: Economy

For other Faculty & Staff Members:

1. Hotel


maximum of )


America, UK


2. Per Diem US $ 100/- per day Australia, Japan, Europe, North

America, UK


Permissible Class of Air Travel to overseas journey: Economy (Non Budget airlines)

Local Transport for Foreign Travel (for all):

The faculty/staff member will be reimbursed on production of actual bills for taxi/local

train/bus pertaining to official work if in excess of $30/day. In cases when bills are not

available, only $30/day for the duration of institutional workdays is reimbursable.

If a faculty/staff member chooses not to claim reimbursement of hotel accommodation

from the institute, then the applicable Per-Diem shall be 50% more

If free accommodation and food is provided by the host organization/Institute, then the

applicable Per-Diem shall be half.

Basis of calculation would be on 24 hour cycle basis, from office/ residence and back.

Per-Diem for overseas journey may be reviewed every year.



Travel Policy for IMT-Dubai India related work

Any faculty or non academic staff traveling to other IMT campuses in India, for work related to

IMT-Dubai, needs to stay in the respective IMT campus only. This is not applicable for Director.

Out of pocket allowances for IMT-Dubai related assignment:

o If stay in other IMT campus is ≤ 15 days, Per-Diem of $50 per day is payable.

o If stay in other IMT campus is >15 days but ≤ 30 days, Per-Diem of $25 per day

from 16th day onwards is payable.

For faculty traveling to other IMT campuses for teaching purposes, above rules are not

applicable; and faculty members will be paid allowance for such teaching assignments as

per Faculty Handbook.



Annexure II – Leave Travel Policy

• All those employees who are on institute’s visa are eligible for annual leave travel allowance.

• Those employees who are not on Institute visa and claim for leave travel allowance have to

give undertaking that leave travel allowance in not paid to them by any other organization.

• Annual Leave Travel will be reimbursed only on submission of proof of travel.

S.No Sector Amount in AED / Per person

(above 2 years of age)

1 GCC countries 1000

2 Indian Subcontinent, Middle East and North Africa

2500

3 Europe, Australia, New Zealand and other African countries

3500

4 North, Central and South America 4500

5 All other countries 3500

The sector will be based on the declaration of home town given by the employee while

joining.

All full-time staff members will have to declare their dependents (Spouse & maximum 2

children up to the age of 18 years) in the beginning of the fiscal year (i.e. April) along with an

undertaking that the travel allowance for the dependents is not claimed from any other

organization.

The total amount for all full-time staff -members will be based on the dependents declared to

the Institute subject to the above criteria.

Reimbursement for dependent family members (i.e. spouse & maximum 2 children up to the

age of 18 years) shall be based on production of original UAE residence visa any time during

the financial year. If the staff member has already produced original UAE residence

visa/Emirates ID for the purpose of renewal of insurance, then this requirement is not

applicable.



Annexure III - Policy on Salary Advances to Employees

1. Salary advance will be paid only to full-time staff members on the pay rolls of IMT Dubai.

2. Concerned full-time staff member will be required to make an application with proper

reasons and submit the same to the Director.

3. Salary advance is not a right and is only an additional support given by the management to

tide over unforeseen emergencies and should not be treated as a source of interest free

finance. The decision of the Director will be final and binding on an employee.

4. Maximum advance against salary will be restricted to one-month gross salary of an

employee.

5. There shall be a minimum gap of two years for fresh advance between the month of

repayment of the previous advance and the next eligibility.

6. The advance given will be recovered in equal monthly installments, not more than 12 in

number.

7. When an employee resigns from service or the service ceases for any reason, the

outstanding advance will be recovered from the settlement amount in full.

8. An employee will be eligible to apply for advance only when he / she has completed the

probation period.



Annexure IV - Policy on Miscellaneous Allowances, Financial

Assistance & Gifts

1. Working on Holidays/ Fridays/ Saturdays etc.

Any full-time staff member working on holidays including Fridays & Saturdays will be given

weekly off in lieu thereof.

2. Relocation Expenses on Joining/Transfer by Institute.

All full-time staff members selected for employment at IMT Dubai will be paid relocation

expense on the production of actual receipt subject to a maximum of AED 5000 (Dirhams

five thousand only).

An employee who serves IMT Dubai for at least a period of one year from date of joining /

transfer; otherwise the same would be recovered from the full and final settlement on

pro-rata basis.

3. Reimbursement of Mobile and data card Expenses

Reimbursement for Sim card of Du mobile (including data card) will be allowed to the

following categories:

All HODs in the areas of Administration, Accounts, Placements, Admission (subject to

approval of the Director)

4. No individual is authorized to pass his / her own bills. In all cases the bills will be passed by

concerned authority. All expenses of the Director will be approved by the Management

Committee.



Annexure V – Guest House Policy

I) IMT-Dubai Faculty Member

1. All new faculty members from outside the country may be provided accommodation at the campus, free of cost, for the first 14 days from the date of arrival.

2. Faculty members may request accommodation at the campus by submitting an application to the Director at least 15 days prior to the date of occupancy.

3. The charges for availing accommodation (inclusive of water and electricity) will be as follows:

i. For studio AED 3000 per month

ii. For 1 Bedroom flat AED 4000 per month 4. Since it is an accommodation at the campus, faculty members may avail this

facility stay along with their spouse and dependants. 5. Accommodation at campus for faculty members is subject to availability and at

the discretion of IMT Dubai Management. 6. Faculty members availing the accommodation can be asked to vacate by giving 1-

month notice, in writing.

II) Visiting faculty

1. All visiting faculty, from outside the country will be given accommodation at the campus only, subject to availability.

2. Accommodation will be free of cost. However, they will have to pay for their food themselves.

3. No transportation / reimbursement of transportation charges will be paid; in case they decide to stay outside the campus.

4. Application for accommodation for a visiting faculty will have to be made at least 15 days prior to the date of arrival, by the Program coordinator, to the Head-Administration.

5. No transportation will be provided for their personal visits during their period of stay.

III) Other IMT campus employees

1. Accommodation and food for employees from other IMT campuses will be

provided, free of cost, if the stay is for a period of less than one week.

2. For those employees, whose stay is more than 1 week, only accommodation will

be given free of cost.

3. No transportation is provided to them for their personal visits.



IV) Guest House Policy for Staff Members

1. All new employees from outside the country may be provided accommodation at the campus, free of cost, for the first 10 days from the date of arrival.

2. Employees may request accommodation at the campus by submitting an application to the head administration at least 15 days prior to the date of occupancy.

3. The charges for availing accommodation (inclusive of water and electricity) will be as follows:

i. For studio AED 2,500 per month

ii. For 1 Bedroom flat AED 3,000 per month 4. Or as specified in the respective contract 5. A staff member may avail facility of staying in the campus accommodation subject

to prior approval. However, his/her stay along with their spouse and dependents is subject to availability and at the discretion of IMT Dubai Management.

6. Employees availing accommodation can be notified in writing to vacate by giving one-month notice.

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