EDI Committee

Employee Complaints and Grievances Policy

Purpose

This policy outlines the guiding principles that ensure a confidential and impartial mechanism for employees to voice their concerns and grievances. It commits to a timely and fair resolution process that upholds equity in addressing all issues raised.Scope of Application

• This policy applies to all complaints and grievances made by Zayed University (“University”) employees.

• The policy is for addressing complaints and grievances from individuals only.

• As far as this policy is concerned, issues that are considered complaints and/or grievances include but are not limited to:
  • Terms and conditions of employment.
  • Health and safety.
  • Work relations.
  • Bullying and harassment.
  • New working practices.

• Working environment.

• Organizational change.

• Discrimination.

The following issues are excluded from the complaints/grievances process:

a) Dismissal.

b) Disciplinary action.

c) Working hours/Workload.

d) Job grade/Promotion.

e) Salary/Compensation.

f) Bonuses.

Policy

• All University employees have the right to voice their complaints and grievances by following the principles outlined in this policy.

• The emphasis for finding resolutions to employee complaints/grievances is on finding solutions rather than attributing blame.

• Raising a complaint/grievance should not have a negative effect on the employee personally, and under no circumstances should the employee be penalized for, retaliated against, or discriminated against for presenting their complaint/grievance.

• The University process for dealing with employee complaints/grievances must not be interpreted as a means of restricting or limiting the employee's rights under any other applicable laws.

• All those involved in the employee complaint/grievance process must handle all aspects of the process with the utmost discretion and in the strictest confidence.

• The employee who raises a complaint/grievance is allowed to be accompanied by an advisor throughout the process, but the advisor may not speak or act on behalf of the employee.

• The University Vice-President (“VP”), or designee, may permit reasonable time extensions at any point of the process provided the applicant can demonstrate appropriate rationale. The request for an extension must be submitted in writing, and the approval or denial of the request must also be in writing.

• An employee cannot raise the same issue as a new complaint if they are not satisfied with the result after already having gone through the whole process.

• University management, administrators, and all those in supervisory positions have the responsibility for ensuring that all University employees are aware of the process for raising a complaint/grievance and all associated policies.

Complaints

• It is expected that the employee will initially raise their concern with their line manager within ten (10) working days of the employee becoming aware of the problem. It is expected that the line manager will discuss the issue with the employee concerned in confidence and try to resolve the matter with them through informal discussions.

• If the employee feels unable to speak to their line manager, the employee should speak informally to another appropriate supervisor.

• If the employee and their line manager are unable to reach a mutually satisfactory resolution, the employee may raise the issue with the next senior level supervisor within five (5) working days of having raised the complaint with their line manager.

• If the employee fails to raise the complaint before the five-working-day deadline, it will be understood that the employee has waived their right to continue the complaint process, and the complaint cannot be raised again.

• If the employee is unable to reach a satisfactory resolution after having discussed the concern with at least two (2) supervisors, they have the right to submit a formal written grievance to the Director of the Human Resources Department (“HR”) requesting that their concern be heard by the Grievance Committee.

Grievances

• Grievances will only be considered if the employee submitting the grievance has already attempted to resolve the issue through the complaint-handling process.

• The employee must submit their grievance to the Director of HR within five (5) working days of having raised their concern with the last supervisor.

• If the employee fails to formally submit their grievance before the five-working day deadline, it will be understood that the employee has waived their right to have their grievance heard by the Grievance Committee, and the grievance cannot be raised again.

• The Director of HR must inform the VP, or designee, that a grievance has been received within two (2) working days of its receipt.

Grievances Committee

The Employee Complaints and Grievances Policy includes a grievance committee that addresses issues related to discrimination, harassment, and equity in the workplace. This committee plays a key role in ensuring that any concerns regarding diversity and inclusion are appropriately handled. It supports the university’s broader efforts to maintain an equitable and inclusive environment for all students and staff.

• A Grievance Committee (“Committee”) is formed by the VP, or designee, to review employees’ grievances and to recommend resolutions.

• If the VP is part of the grievance, he/she must recuse himself/herself from the process entirely.

• The Committee will consist of four (4) members (quorum) including the Committee Chair (“Chair”). The Chair should be the Director of HR, and the remaining members should be representatives from different parts of the University including Academic Affairs and Administrative Support Services.

• Committee members, including the Chair, are responsible for disclosing any potential conflict of interest before the review begins. In such instances, the Committee member must be replaced upon a decision of the VP, or designee.

• The VP, or designee, has the authority to replace a Committee member at any time should the need arise.

• The Chair shall determine the tasks of the Committee members.

• The Chair has the right to choose a person to act as a non-member rapporteur to record the proceedings of the meetings, provided the rapporteur does not have any voting right.

• The Committee is committed to reviewing the grievance that has been submitted by the employee concerned to establish and understand the employee’s claims, and to find a suitable resolution. The Committee may consult whomever they deem necessary to assist in the successful completion of the review.

• The Committee reserves the right to refer any grievances to the Irregularity Committee for disciplinary measures, including any instances of the submission of false and/or malicious grievances.

• The Committee is expected to submit its recommendations for the resolution of the grievance, plus any further actions, to the VP or designee within ten (10) working days of the Committee having been formed.

• Upon the VP or designee’s approval, the Chair is responsible for notifying all relevant parties of the decision made, and for ensuring that any associated actions are implemented.

• HR is responsible for the safe storage of all the records pertaining to the submission of grievances and the Committee’s work for a minimum of three (3) years from the date of the VP or designee’s approval. The Director of HR is responsible for determining who has access to the records on a case-by-case basis.

Disciplinary Measures

Purpose

The purpose of this policy is to set and maintain standards of conduct within the university that ensure that all employees are treated fairly.

Scope of Application

This policy applies to all employees of Zayed University

Policy

All employees of Zayed University are expected to conduct themselves in a professional and ethical manner not only as employees but also as residents within the United Arab Emirates, and in accordance with the Code of Ethics and Professional Conduct document. It is the responsibility of officials and supervisors at all levels to monitor the performance of faculty and staff and, where necessary, institute the appropriate disciplinary measures to maintain high professional and ethical standards.

University Expectations

1. Employees are expected to fulfill their full job responsibilities while meeting the highest standards of performance and conduct. Employees are expected to demonstrate high professional and ethical standards which include respect for the laws, customs and traditions of the United Arab Emirates, respect for colleagues, students and others, compliance with university policies, regulations and other requirements of the university, and adherence to an exemplary code of conduct appropriate for a university setting.

2. If any employee is uncertain as to what is acceptable or not acceptable behavior, the employee should seek guidance from his/her immediate supervisor, and the Code of Ethics and Professional Conduct document.

Irregularity Committee

The university’s Irregularity Committee is responsible for reviewing violations committed by employees, and for applying administrative penalties.

Disciplinary Measures and Appeals

All employees should align with relevant Zayed University policies and procedures and the Code of Ethics and Professional Conduct, and review and understand the disciplinary measures and the appeals process.

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Zayed University Code of Professional Ethics 

Purpose

The purpose of this policy is to set out the code of professional ethics for Zayed University faculty

Application

This policy applies to all Zayed University faculty.

Policy

1. Faculty, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their subject is to seek and to state the truth as they see it. To this end faculty devote their energies to developing and improving their scholarly competence. They accept the obligation to exercise critical selfdiscipline and judgment in using, extending, and transmitting knowledge. They practice intellectual honesty. Although faculty may follow subsidiary interests, these interests must never seriously hamper or compromise their freedom of inquiry.

2. As teachers, faculty encourage the free pursuit of learning in their students. They hold before them the best scholarly and ethical standards of their discipline. Faculty demonstrate respect for students as individuals and adhere to their proper roles as intellectual guides and counselors. Faculty make every reasonable effort to foster honest academic conduct and to ensure that their evaluations of students reflect each student’s true merit. They respect the confidential nature of the relationship between faculty and student. They avoid any exploitation, harassment, or discriminatory treatment of students. They acknowledge significant academic or scholarly assistance from them. They protect their academic freedom.

3. As colleagues, faculty have obligations that derive from common membership in the community of scholars. Faculty do not discriminate against or harass colleagues. They respect and defend the free inquiry of associates. In the exchange of criticism and ideas faculty show due respect for the opinions of others. Faculty acknowledge academic debt and strive to be objective in their professional judgment of colleagues. Faculty accept their share of faculty responsibilities for the governance of their institution.

4. As members of an academic institution, faculty seek above all to be effective teachers and scholars. Although faculty observe the stated regulations of the institution, provided the regulations do not contravene academic freedom, they maintain their right to criticize and seek revision. Faculty give due regard to their paramount responsibilities within their institution in determining the amount and character of work done outside it. When considering the interruption or termination of their service, faculty recognize the effect of their decision upon the program of the institution and give due notice of their intentions.

5. As members of their community, faculty have the rights and obligations of other residents. Faculty measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession, and to their institution. When they speak or act as private persons, they avoid creating the impression of speaking or acting for their college or university. As individuals engaged in a profession that depends upon freedom for its health and integrity, faculty have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.

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Whistleblowing

Purpose

1. The university is committed to a ‘Zero Tolerance’ approach to any malpractices or fraudulent act committed and requires its ZU community and stakeholders to observe high standards of business and personal ethics in the conduct of their duties and responsibilities.

2. The university requires all ZU community and stakeholders to observe high standards of business and personal ethics in conducting their duties and responsibilities. They must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations in the UAE. This document details the whistleblowing guidelines established within the university.

3. The policy aims to provide an effective and confidential process to encourage the ZU community and stakeholders to report any practices or behaviors if they believe others are acting in an unlawful and/or unethical manner including, but not limited to malpractice, misconduct or fraudulent activity.

4. The policy protects individuals who report any such unacceptable or improper conduct in good faith.

Application

1. This policy is applicable to all ZU community and stakeholders.

2. Any individual who would like to report a malpractice or fraudulent activity may also use this policy.

Guiding Principles

The objectives of the policy are to establish guidelines and procedures for:

1. The submission of concerns regarding questionable matters by ZU community or stakeholders of the university, on a confidential and anonymous basis.

2. The receipt, retention, and treatment of complaints received by the university.

3. The protection of the whistleblower reporting concerns from retaliatory actions.

4. The provision of the opportunity of being heard to the ZU community and/or stakeholders involved especially in the subject of concern.

5. The maintenance of full confidentiality on reported incidents.

Reporting Violations

1.     A whistleblower shall be encouraged to report information relating to illegal practices or violations of university policies (a “Violation”) provided that thewhistleblower is believed to be reporting in good faith, and that the information shared in the report indicates that a Violation has occurred.

2.     Information shall be reported to the Internal Audit Director, unless the report relates to the Internal Audit Director, in which case the report shall be made to the President or the Chairman of the ARCC.

3.     Based on the nature of the university’s activities, the following are potential Violations that could be reported:

• A breach of professional conduct, unethical behavior including any dishonest or fraudulent act or attempted act by any employee or stakeholder.

• Disclosing confidential and proprietary information to third parties without prior authorization.

• Unauthorized alteration, addition or removal of information from the university’s manual records or information systems.

• Fraudulent financial reporting including manipulation of payroll or accounting records.

• Misappropriation or misuse of funds, supplies, or other assets.

• Impropriety in the handling or reporting of money or financial transactions.

• Destruction, removal, or inappropriate use of official records, furniture, fixtures, and equipment.

• Financial malpractice (including false payments or misuse of valuables).

• Accepting favors, gifts or kickbacks to providing undue privileges to suppliers, or granting business to favored suppliers.

• Not declaring a conflict of interest.

• Creating or being involved in situations both within and outside the control of the university, which pose a danger to the health and safety of any individual or the environment.

• Non-compliance with established internal controls.

• Discrimination on grounds of gender, race, disability, or age.

• Misuse of delegated powers or authority.

• Any similar or related Violation.