Policies and procedure manual final 2932016 compressed by Imam Abdulrahman Bin Faisal University

Policies and Procedure Manual 2015 - 2016

Prepared by: Vice Deanship for Quality and Development

Policies and Procedure Manual

College of Dentistry

Prepared by: Vice Deanship for Quality and Development 2015 - 2016

INTRODUCTION The policies contained in this manual have been compiled for the benefit of students and faculty in the College of Dentistry from a variety of College of Dentistry and University sources. In addition to these policies, students, faculties and staff should

NOTICE

consult the University of Dammam, College of Dentistry Student and Faculty Handbook which is available in Vice Deanship for Quality and Development archive.

The College of Dentistry Policy and Procedure Manual may be changed at any time by the College of Dentistry without prior notice to students, faculty and staff. Any rules, regulations, policies, procedures or other representations made herein may be interpreted and applied by the College of Dentistry to promote fairness and academic excellence. The College of Dentistry reserves the right to change any provisions, offerings, or requirements at any time within the studentâ&#x20AC;&#x2122;s period of enrollment.

Students, faculties and staff are expected to become thoroughly familiar with these policies and procedures and to contact the Office of the Vice Deanship for Quality and Development in the College about questions related to the Policy Manual. Most policies are available on the College of Dentistryâ&#x20AC;&#x2122;s website. Other informational announcements may be made as necessary during the year. Students and staff should retain this manual and subsequent announcement for their reference. Modifications of the policies or procedures contained herein will be announced as they are approved. Supervisor General for Vice Deanship Quality and Development University of Dammam College of Dentistry

Table of Contents | ADMINISTRATION 2 3

Mission, Vision of the College College Organogram

4 ADMINISTRATION POLICIES AND PROCEDURE 6 1. Policies and Procedures for Faculty and Staff Recruitment 21 2. UOD Policy for Faculty Promotion 58 3. Policy for Budgeting and Planning 62 4. Policy and Procedure for Faculty Grievance (Due Process) 72 5. Policy for Conflict of Interests 77 6. Policy and Procedure for Underperforming Faculty

ACADEMIC AFFAIRS 88 94 97 104 111 128 133 138 145 153 162 170 176 183

1. Policy and Procedure for Program Delivery 2. Policy for Teaching Methodologies 3. Policy for Monitoring Student Performance and Progress 4. Policies and Procedures for Retention of Dental Students 5. Policy and Guideline for Studentsâ&#x20AC;&#x2122; Code of Conduct 6. Policy to Ensure Educational Privacy 7. Policy for Student Grievances and Grade Appeals 8. Policy on Academic Advising and Counseling 9. Policies and Procedures for Admission of New Dental Students 10. Examination & Assessment Policies 11. Policy and Procedure for New Dental Studentsâ&#x20AC;&#x2122; Orientation 12. Policy and Procedure on Act of Plagiarism 13. Policy and Procedure for Election and Working of Student Leaders 14. Policy and Procedure for Remediation

CLINICAL AFFAIRS MAIN STORE 189 193 196 199 203 205

1. Policy for Material Issue 2. Policy for Purchase Orders 3. Policy for Purchase Records 4. Policy for Receiving And Inspection 4. Policy for Deliveries from Main Dental Store to Clinics and Laboratories 5. Policy for Expired Items

MEDICAL RECORDS 208

1. Policy for Circulation / Check-Out of Medical Record Files

211 215 217 224 226 228 231 233

2. Policy for Confidentiality of Medical Records 3. Policy for Data Retrieval and Medical Records Review 4. Policy for Documentation Standards for Patient Medical Records 5. Policy for Filing of Investigation Reports/Other Documents in Medical Records 6. Policy for Missing or Lost Medical Records 7. Policy for Medical Record Completion 8. Policy for Medical Records Retention 9. Policy for Release of Information

RADIOLOGY 237 244

1. Rules and Regulations for Radiation Protection 2. Policy for Chemicals Disposal in Radiology Section

CLINICAL QUALITY 250 261

1. Clinical Quality Assurance Program 2. Policy for Standards of Care and Patient Safety

QUALITY AND DEVELOPMENT 272

1. Policy and Procedure for Conducting and Monitoring Quality Assurance Activities 287 2. Policy and Procedures for Continual Improvement 295 3. Policy and Procedure for Monitoring Students Awareness with CoD Policies and Procedures

RESEARCH 300 312 316 320 325

1. Policies, Procedures, and Guidelines for Research 2. Policy on Procurement and Management of Research Equipment 3. Policy on Research Equipment Safety 4. Policy on Safety And Security of Research Equipment 5. Policy on Monitoring Research Strategic Plan

Part I

Administration |

- Vision, Mission - College Organogram - Policies and Procedure for Administration

Vision, Mission of the College|

COLLEGE ORGANOGRAM |

Vision To be recognized internationally for excellence in dental education, research and community service.

Mission To achieve outstanding professional quality in oral health by graduating dentists committed to serving the community and primed for lifelong learning and research.

POLICIES AND PROCEDURE FOR ADMINISTRATION

1. Policies and Procedures for Faculty and Staff Recruitment 2. Policy for Faculty Promotions 3. Policy for Budgeting and Planning 4. Policy and Procedure for Faculty Grievance (Due Process) 5. Policy for Conflict of Interests 6. Policy for Underperforming Faculty

POLICIES AND PROCEDURES FOR FACULTY AND STAFF RECRUITMENT POLICY STATEMENT The College administration recognizes the need for adequate faculty and staff support to successfully and efficiently maintain the operations of the College. Adequate faculty and staff also maintain the appropriate faculty/student ratios. All persons with academic appointments to the College will constitute the faculty. Full-time academic appointments are reserved for those who are pursuing a career in an academic discipline and who devote their professional time and expertise to an appropriate combination of teaching, research, service (patient care, community services), administration, and institutional advancement. Full-time faculty receives a range of University fringe benefits, and is bound by rules and regulations governing their professional activities. Faculty is appointed upon the recommendation of the Faculty Board of the College and the Scientific Council. The ultimate appointment decision is made by the University Council. Recruitment is made on availability of the budgeted faculty/staff position or on the availability of documentation specifying the objective of recruitment. Hiring is accomplished purely on a merit basis, in accordance with institutional requirements and criteria, and a demonstration of the appropriate credentials, experience, and other necessary skills outlined through the Human Resources Department of the University of Dammam. Due to the shortage of qualified and trained Saudi faculty and staff, the College administration has often found it necessary to recruit faculty and staff from other countries. When local candidates are unavailable, announcements are made in international journals and web sites to recruit suitable candidates. Members of the search committee may either visit the countries where the candidates reside or conduct “Skype” interviews of the candidates. The College Search Committee works in concert with the Recruitment Section of the University’s Personnel Department

RESPONSIBILITY: 1. Dean, College of Dentistry 2. Vice Dean for Academic Affairs 3. Vice Dean for Clinical Affairs

BASIC ELIGIBILITY CRITERIA FOR FACULTY POSITIONS:

4. Vice Dean for Post Graduate Studies and Scientific Research 5. Department Chairs 6. Search Committee

1. All candidates for appointment to the College faculty and staff should be committed to the mission of the College, and will be expected to maintain high standards of personal and professional integrity. The appointment of each individual to the College at different faculty and staff positions is established to meet institutional needs and to recognize individual expertise and preferences for the appropriate involvement in teaching, clinical service, and research activities. 2. At the time of appointment, the concerned Department Chair is responsible for writing a letter that conveys the departmentâ&#x20AC;&#x2122;s expectations to the appointee on behalf of the College in carrying out the specific responsibilities designated for the appointee.

PROCEDURE FOR RECRUITMENT: A. Dental Faculty - Local Applicants: 1. The requesting department will submit the position requisition to the Search Committee of the College for review and approval. 2. The Search Committee will review the position requisition and make any necessary changes prior to its submission to the office of the University President for approval. 3. The approved position requisition will be forwarded to the Recruitment Section of the Personnel Department, which will prepare the job announcement and place it on the appropriate web sites, local / international newspapers, and professional journals. 4. In exceptional cases, the need for advertising may be waived (e.g. a suitable candidate is available). The request for waiver of advertising, including a clear explanation by the chair of the department, will be considered by the University President on recommendation of the College Dean. 5. The Recruitment section will record and maintain all of the received applications for the announced position and forward the applications to the College Search Committee Chair for review. 6. The committee will begin screening the applicants, according to the basic eligibility criteria, using the Initial Screening Form. (Annexure 1) 7. Selected candidates will be interviewed using the Interview Evaluation Form. (Annexure 2) 8. Following interviews, the Search Committee Chair will recommend an applicant for further processing by the University’s Recruitment Section. 9. Each selected candidate will be asked to provide three letters of recommendation. The committee may choose to seek additional references to obtain additional information about the applicant. 10. The Recruitment Section of the University will complete the primary source Verification (Education Record Check) of the candidate’s educational degrees/certificates. (Annexure 3)

11. Upon selection of a candidate, an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the candidate by the University’s Recruitment Section. 12. The Recruitment Section will notify the College Search Committee Chair regarding the candidate’s response to the unofficial offer letter and specify the final salary and expected date of joining.

B. Dental Faculty - International Applicants: 1. The Search Committee will review the position requisition and make any necessary changes prior to its submission to the office of the University President for approval. 2. The approved position requisition will be forwarded to the Recruitment Section of the Personnel Department, which will prepare the job announcement and place it on the appropriate web sites, local / international newspapers, and professional journals. The Recruitment Section may also contact the authorized international recruitment firms or the recruiting agents for the announced position(s). 3. In exceptional cases, the need for advertising may be waived (e.g. a suitable candidate is available). The request for waiver of advertising, including a clear explanation by the chair of the department, will be considered by the University President on recommendation of the College Dean. 4. The Recruitment Section will record and maintain all of the received applications for the announced position and forward the applications to the College Search Committee Chair for review. 5. The committee will begin screening the applicants, according to the basic eligibility criteria, using the Initial Screening Form.(Annexure 1) 6. Selected candidates will be interviewed using the Interview Evaluation Form. (Annexure 2). The Search Committee may conduct an onsite interview of the candidate(s) if it is on a recruitment visit to that country. The Search Committee may choose to conduct a “Skype” interview of an international candidate. 7. Following interviews and approval of the Faculty Board, the Search Committee Chair will recommend a candidate for further processing by the University’s Recruitment Section.

8. Each selected candidate will be asked to provide three letters of recommendation. The

2. Applicants may submit their CVs for evaluation and review to the Office of the Director

committee may choose to seek additional references to obtain additional information

General of the university, Dean, or Vice Dean for Clinical Affairs.

about the applicant.

3. As applications and CV’s are received, CoD- UoD will be sending letters to the

9. The Recruitment Section of the University will complete the primary source

applicants acknowledging receipt of their applications.

Verification (Education Record Check) of the candidate’s educational degrees/certificates.

4. The evaluators will then review and evaluate the CV. If an interview is required, the

(Annexure 3)

applicant will be given an appointment with the evaluators

10. Upon selection of a candidate, an unofficial offer letter outlining the terms and

5. The Vice Dean for Clinical Affairs will then review the CV along with the

conditions and the compensation and benefits package will be forwarded to the candidate

recommendations of the evaluators and an unofficial offer letter outlining the terms and

by the University’s Recruitment Section.

conditions and the compensation and benefits package will be forwarded to the applicant

11. The Recruitment Section will notify the College Search Committee Chair regarding

according to the University and College policies and procedures.

the candidate’s response to the unofficial offer letter and specify the final salary and

6. The applicant will be called and an offer will be discussed. If both parties agree to the

expected date of joining.

terms and conditions, the application will be sent to the Personnel Affairs Office for further

12. In cases where the selected candidate has applied through a search firm or recruiting

processing of recruitment documents.

agents, all processing should be accomplished through these external entities, who will

D. Dental Staff – International Applicants:

act as facilitators for the University and for the candidate.

1. Before a position is advertised, it must be authorized by the Dean. Budget, salary and

13. The Recruitment Section will initiate the immigration process for international

other requirements must have prior approval.

candidates.

2. The Office of the Dean, College of Dentistry, will inform the authorized agent of the

14. International candidates will have their educational and family documents translated

new or vacant positions in the College through fax or e-mail.

into Arabic and attested by their country’s ministry of Foreign Affairs and the Saudi

3. Accordingly, the agent will send CVs of interested candidates to the Office of the

Cultural Attaché’s office in their respective countries.

Dean.

15. Upon completion of documents, international candidates will be responsible for

4. The CV will be sent to the designated evaluator (Vice Dean for Clinical Affairs) for

submission of their immigration application to the Saudi embassy in their respective

evaluation. CVs of selected candidates will be submitted to the office of the Medical

countries, if hired independent of a recruitment firm or recruiting agent. In other cases,

Director.

the immigration process should be completed for the candidate by the recruitment firm or

5. If the application is targeted for a specific area (i.e. Anesthesia or Operating

recruiting agent.

Rooms), the CV will be sent to the respective Chief of services for further evaluation and

16. Upon arrival at the University, the candidate will submit all necessary documents to

recommendations, then re-directed to the Vice Dean for Clinical Affairs.

the Recruitment Section.

6. The Vice Dean for Clinical Affairs will then review the CV, if approved, his office will

C. Dental Staff – Local Applicants:

coordinate with the authorized agent for possible hiring of the approved candidate and an

1. Before a position is advertised, it must be authorized by the Dean. Budget, salary

offer letter will be sent to the candidate.

and other requirements must have prior approval.

The authorized agent will inform the Vice Dean for Clinical Affairs if the applicant has

accepted the offer and has agreed to the terms and conditions of the College. 8.

Each selected candidate will be asked to provide three letters of recommendation. The

committee may choose to seek additional references to obtain additional information about

Annexures:

the applicant.

Annexure 1: Initial Screening Form

9. The Recruitment Section of the University will complete the primary source

Annexure 2: Interview Evaluation Form

Verification (Education Record Check) of the candidate’s educational degrees/certificates.

Annexure 3: Education Record Check

(Annexure 3) 10. Upon selection of a candidate, an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the candidate by the University’s Recruitment Section. 11. The Recruitment Section will notify the College Search Committee Chair regarding the candidate’s response to the unofficial offer letter and specify the final salary and expected date of joining. 12. In cases where the selected candidate has applied through a search firm or recruiting agents, all processing should be accomplished through these external entities, who will act as facilitators for the University and for the candidate. 13. The Recruitment Section will initiate the immigration process for international candidates. 14. International candidates will have their educational and family documents translated into Arabic and attested by their country’s ministry of Foreign Affairs and the Saudi Cultural Attaché’s office in their respective countries. 15. Upon completion of documents, international candidates will be responsible for submission of their immigration application to the Saudi embassy in their respective countries, if hired independent of a recruitment firm or recruiting agent. In other cases, the immigration process should be completed for the candidate by the recruitment firm or recruiting agent. 16. Upon arrival at the University, the candidate will submit all necessary documents to the Recruitment Section.

Executive & Procedural Bylaws for Promotion of Faculty Members in the University of Dammam AD 0 0 2/ 2 0 15

POLICY FOR BUDGETING AND PLANNING

POLICY STATEMENT It is imperative for a higher education institution to be financially sustainable to ensure the effective delivery of its programs while complying with policies and standards. The budgeting process of the College combines long term planning with sufficient flexibility for some immediate needs. Objective of this policy is to streamline the annual budgeting process and maintain financial discipline. This policy will help strategic prioritization of future plans for the academic growth of the college and improvements in the dental clinics and laboratories to develop college into a state-of-the-art facility for education, research and scholarly activities and dental-oral health care. RESPONSIBILITY: 1. Dean, College of Dentistry 2.

Vice Dean for Academic Affairs

3. Vice Dean for Clinical Affairs 4. Vice Dean for Quality and Development 5. Vice Dean for Postgraduate Studies and Scientific Research 6. Vice Dean for Female Student Affairs 7. Director Finance and Administration 8. Department Chairs 9. Faculty

POLICY: At the start of the budgeting cycle, the department chairs participate in the planning process and are responsible for establishing a budget that reflects their financial and strategic projections. They are encouraged to actively involve their department faculty in the budgeting process by noting their immediate and long-term goals and objectives. Financial spending projections must be properly balanced against the budgeted projections of the College, with final authority remaining with the College Dean and the Director Administration and Finance. The project manager and department chairs have the authority and responsibility for appropriate budgeted spending.

The Director Administration and Finance is responsible for the continual monitoring of expenditures against the approved budget and for preparing appropriate reports in a timely manner, suggesting risk minimization strategies where necessary. When discrepancies occur, the Director Finance will report it to the College Dean for corrective action. For urgent needs or spending beyond budgeted parameters, the College Dean will justify the requested needs to the University President for approval.

The approved budget proposal is forwarded by the Dean to the University Central

Budgeting Department (CBD) for review of programmatic proposals. 7. The budget proposal should support the priorities established in the College’ Strategic plan. 8. Upon approval of the budget, the CBD forwards it to the University Executive Board, and then to the Ministry of Finance. The designated ministry staff meets with the Vice Rector and Director Budgeting for final review and approval.

PROCEDURE: 1. The University Central Budgeting Department will advise the College administration to submit a College’s budget proposal three months before the University’s budget deadline.

9. The approved budget is forwarded to the CBD of the University, which will execute and manage the budget requisitions. All purchase requests are executed through the CBD.

2. The College Dean will ask for budget requests from the department chairs. 3. Department chairs will receive budget requests from their faculty and submit them under the following categories: •

Human Resources

•

Equipment (new and/or replacements)

•

Materials and other consumables

•

New projects

• 4.

Renew or initiate contracts with equipment maintenance companies

Proposals for new projects or initiatives, equipment, or facilities should be accompanied

by an appropriate planning and execution document with responsibilities and authorities identified. 5.

Departmental budget proposals will be compiled and reviewed by the College Faculty

Board.

POLICY AND PROCEDURE FOR FACULTY GRIEVANCE (DUE PROCESS)

POLICY STATEMENT This Policy is intended to provide a fair, internal process for resolving employment related disputes that arise between faculty or academic staff members and administrators. The formal procedures described in this policy are intended to be used only when matters cannot be resolved informally.

RESPONSIBILITY: 1. Dean, College of Dentistry 2. Vice Deans 3. Department Chairs 4. Faculty 5. Administrative Staff

DEFINITIONS 1. Grievance: A written complaint filed by a faculty or academic staff member against a faculty member and or an administrator of the College / University alleging a violation of University / College policy or established practice e.g. improper, arbitrary, or discriminatory application of university rules, regulations, standards, practices, and/ or procedures relating to the conditions of employment or to other circumstances giving proper grounds for complaint. 2.

Faculty member: A person with a paid University appointment at the rank of professor,

associate professor, assistant professor, lecturer or instructor. 3. Administrator: A person appointed as the head of an administrative unit, director, department chair, dean, or separately reporting director. 4. Policy: A written statement of principles and procedures that govern the actions of faculty, academic staff, and administrators, including written rules, bylaws, procedures, or standards. 5. Practice: Actions taken by the administrator within an administrative or academic unit based on customs or standards in that unit which are usually unwritten but of longstanding duration, and for whose existence the grievant can offer evidence. 6. Violation: A breach, misinterpretation, or misapplication of existing policy or established practice.

POLICY:

FACULTY GRIEVANCE COMMITTEE:

The Faculty Grievance Policy is designed to provide due process for faculty members.

On proper request for a complaint / hearing, the College Dean shall establish an ad hoc

This policy will apply anytime a grievance is filed by a COD faculty member against a

committee of five persons with appropriate expertise and without bias or direct interest in

faculty member or an academic administrator / administrator where no other COD policy

the outcome and to adherence to hearing procedures assuring a full and impartial hearing

is appropriately applied.

strictly on the merits of the cases. The committees shall comprise of 1. Vice Dean (assigned by the Dean)

Grievances may include work assignments, work schedules, working conditions, annual

2. Chair / head of one department (other than complainantâ&#x20AC;&#x2122;s department)

evaluations, or the interpretation or application of a rule, regulation, or policy. The Faculty

3. Representative from Vice Deanship for Quality and Development

Grievance Committee will not, however, review any grievances relating to promotion or

4. Two COD faculty members (other department)

denial of promotion in academic rank or reappointment. Nor will the Committee listen to complaints from employees regarding suspension without pay, demotion or termination of

The Dean shall designate one member of the committee to act as chair.

employment due to disciplinary action. Other College of Dentistry, Campus and University committees and processes concerning promotion, reappointment and tenure should be

The grievant or accused shall have the right to challenge committee appointments supported

used for grievances relating to these types of matters. The Faculty Grievance Committee

by adequate grounds. The challenged member shall be excused if Dean finds adequate

shall have the authority to determine if a grievance should be heard or processed through

justifiable evidences. He shall then appoint replacements for the member excused.

alternative channels. A grievance may also be filed against a faculty member who violates University / College policies, College By-laws or other policies as appropriate. Complaints

The Committee shall review and evaluate grievances brought forth by a faculty member

regarding harassment or discrimination shall be addressed under the procedures in the

and shall submit a recommendation concerning the grievance to the Dean. The Committee

policy on sexual harassment.

is intended to provide a fair, internal process for resolving employment related disputes that arise between faculty or academic staff members and administrators.

The formal procedures described herein are intended to be used only when matters cannot be resolved informally. A faculty or academic staff member who feels aggrieved should first seek an informal resolution at his/her department level before filing a formal grievance to the college Dean under this policy. The procedures contained in this policy are not intended to challenge the desirability of University of Dammam policies. If a member of the committee is involved with the grievance or may have a conflict of interest with hearing the case, the member is expected to excuse him / herself from committee for the duration of the case.

PROCEDURE: 1. To initiate a formal grievance, the employee shall present the grievance in writing to his or her supervisor within SEVEN CALENDAR DAYS from the date of the action that is the subject of the grievance. The employee's statement of complaint must include the employee's recommendation(s) for resolution of the grievance. Relevant documents or any other information pertinent to the matter should also be provided. Once the grievance has been committed to writing, it cannot be changed. 2.

Immediate supervisors and department heads must respond to the employee in writing

within seven calendar days of receipt of the grievance.

3. If an employeeâ&#x20AC;&#x2122;s immediate supervisor is the subject of the grievance, the employee may file the grievance in writing directly with the Chair of the Committee. 4. Once received by the committee, the process is as follows: 4.1

Hearings shall be scheduled as expeditiously as possible with due regard

for the schedule of both parties. On the rare occasion when a party fails to respond to repeated attempts (not more than one week) to schedule a hearing or unreasonably delays the scheduling of a hearing, the Grievance Committee will schedule the hearing for the first date available to the panel members and the other party. 4.2

The Grievance Committee shall convene the hearing panel and shall be present

during all formal proceedings. The Grievance Committee shall provide written notice of the time and place of the hearing, the names of counsel, the names of any witnesses, and copies of any documents submitted by the parties and deemed relevant by the Grievance Committee, to each party at least seven days before the hearing. 4.3

The hearing shall be conducted in good faith and must be completed within

14 calendar days unless the Grievance Committee determines that an extension of time is necessary. 4.4

All hearings shall be recorded. A party may request and obtain a copy of the

recording from the Grievance Committee. 4.5

Hearings shall be closed unless the parties agree otherwise.

4.6

The privacy of confidential records used in the hearing shall be respected.

4.7

All parties may present their cases in person and may call witnesses on their

behalf. The names of witnesses must be provided to the Grievance Committee at least

4.10

Any party or counsel shall be entitled to ask pertinent questions of any

witness or the other party at appropriate points in hearings. The grievant bears the burden of proving that there has been a violation of policy or established practice. A hearing panel shall decide whether the evidence supports the allegations made by the grievant. 4.11

The Grievance Committee shall report their findings and recommendations

in writing within 14 days of the completion of the hearing to the Grievance Committee, who shall forward them to the grievant, the respondent, their counsel, and the appropriate supervisor. 5. If the grievance is not satisfactorily resolved by the Committee or if the employee does not receive a response in accordance with the timelines outlined in this policy, the employee may submit a written response stating why the decision is unacceptable to the following persons in the order listed: 1.

Department head

Concerned Vice Dean

Dean

6. Failure to respond to the employee within the time limit allows the grievant to automatically submit the grievance to the next higher appeal level. 7. All records and information related to grievance proceedings shall be kept confidential to the degree permitted by law. The Grievance Committee, parties to the grievance and other relevant administrators and faculty (including witnesses, presiding officers, and panel members) shall respect the confidentiality of information and records and the privacy of all parties whose interests are affected by a grievance.

seven (7) days prior to the hearing date. 4.8

A party may elect not to appear, in which event the hearing will be held in his

or her absence. 4.9

All parties are entitled to counsel of their choice. The name of counsel must

be provided to the Grievance Committee at least seven (7) days prior to the hearing date.

Annexure: Article 82-91, Chapter Seven Rules and Regulations for Universities Council of Higher Education General Secretariat Kingdom of Saudi Arabia

DISCIPLINE ARTICLE 82 A disciplinary committee for staff members, and their equivalent, is formed by a decision from the President of the University, as follows: 1. One Deputy President, as chairman. 2. A Dean other than the one that investigates, as a member. 3. A staff member with a rank not less than Professor, as a member. 4. One of the specialists in Shariâ&#x20AC;&#x2122;ah or regulations, as a member.

ARTICLE 83 Taking into account the regulations of staff discipline, one of the Deans, appointed by the President of the University, investigates a staff member directly, if he/she fails to perform his/her duties. The Dean reports to the President of the University the results of the investigation who transfers the investigated member to the disciplinary committee, if necessary.

ARTICLE 84 The President of the University may suspend the work of a staff member, and his/her equivalent, for investigation, if necessary. The suspension period must not be more than 3 months, unless with a decision from the disciplinary committee. Suspension period or periods might be extended once or more, based on the investigation circumstances. However, suspension period should not be more than one year each time.

ARTICLE 85 The suspended staff receives 50% of his/her basic salary. If he/she is innocent or penalized by other than termination, he/she receives the rest of his/her salary. If he/she is penalized by termination, he/she will not need to pay back what he received, unless the disciplinary body decides otherwise.

ARTICLE 86 The President of the University notifies the staff member, and his/her equivalent, who is referred to the disciplinary committee, with the accusations and a copy of the investigation report by a registered letter at least 15 days before the trial session date.

ARTICLE 88 The disciplinary committee reviews the referred case as follows: 1. The secretarial tasks of the committee are carried out by an employee selected by its chairman. 2. The committee holds its meetings by invitation from the chairman. The investigated staff member is notified in writing by a registered letter to be present before the committee to listen to his/her statements and defense. 3. The committee holds meetings in the presence of the investigated staff member or his representative. If he/she or his/her representative did not attend the meeting the committee reviews the case and completes the investigation steps confidentially. The committee may listen to witnesses, when necessary. 4. The disciplinary committee decides by a majority of vote, and its meetings will not be valid unless all of the members attend the meeting. The committee presents its decisions to the President of the University, attached with the case file, within not more than two months from the referral date. If the President of the University does not approve the committeeâ&#x20AC;&#x2122;s decision, the decision will be returned to the committee. If the committee insists on its decision, the matter will be raised to the University Council which gives the final decision. 5. The President of the University notifies the investigated staff member, and his/ her equivalent, with the committeeâ&#x20AC;&#x2122;s decision, once it is issued, in writing by a registered letter. 6. The staff member, and his/her equivalent, may contest the decision by a letter presented to the President of the University within 30 days from the date of being notified of the committeeâ&#x20AC;&#x2122;s decision, unless the decision is final. If the contest is received before the due date, the President of the University returns the case to the disciplinary committee for a new review. If the committee insists on its decision, the matter will be raised to the University Council, which gives the final decision.

ARTICLE 89 Taking into account the rules of Article 32 of staff discipline regulations, the disciplinary penalty to be inflicted on staff members, and their equivalent, are: 1. Warning. 2. Blaming. 3. Salary deduction of no more than the basic salary of three months and the monthly deduction should not exceed third of the basic salary. 4. Prevention from one periodical increment. 5. Postpone of promotion for one year. 6. Exclusion from academic work, and, assigning to another work for a maximum period of five years. The exclusion period is not included in the duration counted for promotion. 7. Termination.

ARTICLE 90 No impact of the disciplinary proceeding on other legal proceedings arising from the same incident.

ARTICLE 91 The President of the University might warn the staff member, and his/her equivalent, who breaches his/her duties orally, or, in writing. He might inflict both penalties of warning and blaming on the staff member after investigation, and, listening and writing his/her statements and defense. The decision of President of the University in this case is reasoned and final. Based on the information from the heads of departments, or, on their own observations, the Deans should notify the President of the University of Staff Members, and their equivalent, who are in breach of required duties or any other violations.

POLICY FOR CONFLICT OF INTEREST

POLICY STATEMENT The purpose of this policy is to ensure that administrators, faculty, and staff of the College avoid â&#x20AC;&#x153;conflict of interestâ&#x20AC;? with respect to the affairs of the College and the University. This policy provides guidance for all faculty and staff when considering potential conflicts of interest, as it is their responsibility to disclose these issues. The College is committed to operating in an ethical and legal manner, and in compliance with all government statutes, University policies, Compliance Program and Code of Conduct. Faculty and staff are urged to avoid or disclose interests and activities that may conflict with the proper discharge of their official duties.

RESPONSIBILITY: 1.

Dean, College of Dentistry

Vice Deans

Department Chairs

Faculty of Dentistry

Administrative staff

Interns and Students

ANNUAL DISCLOSURE: All administrators, faculty, and staff of the College will annually sign a Statement of Disclosure/Conflict of Interest, and will recuse themselves from all activities that are related to conflicting issues.

GIFTS: Faculty and staff should report all proposed and received gifts to their immediate supervisor. The supervisor will communicate directly with donors and will refer questions to the *Comptroller office at the University/College Dean as appropriate. Specific guidelines on gifts and donations are mentioned in article 48, page 59, chapter 3 of Rules and Regulations for Financial Affairs of University. * Refer to article 19-26, page 53-54, chapter 3 of Rules and Regulations of Council of Higher Education 72

VENDOR-SPONSORED EVENTS: Prior to planning or attending a vendor-sponsored program, faculty and staff will need to consider if it may constitute a violation of the applicable governments ethics statutes, including any â&#x20AC;&#x153;anti-kickback lawsâ&#x20AC;?. Faculty and staff are urged to contact their immediate supervisor for advice on this matter.

PERSONAL USE OF UNIVERSITY/COLLEGE RESOURCES: Faculty and staff are responsible for protecting University and College resources, including but not limited to: property, personnel, time, equipment, vehicles, computer software, trademarks, and intellectual property. Limited personal use of University and College resources may be permitted under certain conditions. Faculty and staff are urged to contact their immediate supervisor with specific questions or concerns regarding use of University / College resources.

LOBBYING: Under no circumstances shall University or College resources may be used for lobbying or promoting or opposing an initiative under consideration by the government / university administration. This prohibition includes the use of employee work time to engage in these activities.

POLICY FOR UNDERPERFORMING FACULTY

Continuing Education (CE) Program of the College CE programs at the College of Dentistry are to be strictly educational and non-promotional. 1.

At the start of the program, CE faculty will formally disclose any potential

conflicts of interest. (Conflicts of interest can include stock ownership, current or past employment, paid consulting services, paid speaking engagements, membership on advisory boards, or funded research activities.) 2.

CE faculty will base their presentations on contemporary scientific evidence

and /or proven clinical efficacy, and will include any limitations on scientific data. 3.

Wherever possible, CE faculty members are encouraged to use generic

names whenever specific products are discussed, and include a balanced discussion of competing therapies. 4.

CE programs are to be created and presented in a manner that is independent

from the promotional influences of any commercial entities. 5.

CE faculty will separate commercial product displays from the classrooms

or learning areas and formally disclose to all participants any sponsorship received for the

POLICY STATEMENT:

CE programming.

Faculty members are the source of disseminating knowledge and all sorts of skills in

CE faculty will provide opportunities for dialogue and debate, as appropriate,

during CE programs.

dental colleges. This is in addition to setting role model for impressionable students in dealing with others, patientsâ&#x20AC;&#x2122; management and performing inquisitive high quality research. A faculty member is expected to be well informed, well resourced, and motivated to facilitate the learning process of the students at the College of Dentistry- University of Dammam (CODÂ-UOD). Therefore, it is necessary for a faculty to continuously improve and exhibit his/her best academic and professional performance at all times. COD-UOD recognizes and appreciates the efforts of its faculty for imparting knowledge and facilitating student learning. The best teacher is awarded annually by the College administration in a ceremony at the College while University administration also rewards the best teacher through defined criteria for facultyâ&#x20AC;&#x2122;s performance evaluation.

There are situations when a faculty may be evaluated as not performing up to expectations.

6.1 Issue verbal or written warning with documentation in the personal file

This policy addresses such occurrences, providing a systematic procedure for

6.2 Propose recommendations for improvement and an action plan formulated in

reviewing the performance of faculty members, identification of underperformers, and

conjunction with the concerned faculty. It should be strictly followed and monitored for

steps to be taken for

outcomes to be assessed at the end of the academic year.

their development.

6.3 Have an observation period to monitor the performance of improvement and a review meeting scheduled at the end of this period. Proceedings of both meetings will

SCOPE:

be documented and filed in the faculty’s personal file for record.

This policy and is applicable to all the faculty and teaching staff at COD- UOD

7. Major Challenges: Follow the step 2.1 and develop a performance improvement plan with the concerned faculty, outlining specified actions and time lines. This may include:

PROCEDURE: 1. Annual performance evaluation cycle is initiated by the departmental chairs for all faculty and teaching staff of their department before an academic year is concluded. 2. Faculty self-evaluates its performance on “Faculty Self-evaluation Form” and submits

• Suspension from teaching, faculty clinics or other areas that constitute challenges for him/her • Assigning him I her managerial or administrative responsibilities during the suspension period

it to the department chair for review and discussion if needed.

• Counseling and coaching

3. Department chairs reviews the Course Report of the concerned faculty and result of

• Attending need based in-house or external training sessions

Dentistry Course Survey (DCS) I Course Evaluation Survey (CES) and Student Survey

8. The department chair will collect the feedback from the trainers, counselors and peers

on Lecturing Skills (SSLS).

regarding faculty’s performance before setting up a review session at the end of decided

4. Department chair evaluates performance of the faculty and teaching staff and reports

period. Based on the feedback:

on a University approved form for performance evaluation. 5. Based on the evaluation criteria, if any faculty member scores less than 70% in the annual evaluation session, he/she will be considered an underperformer.

8.1 If there is satisfactory improvement: faculty may be reassigned designated responsibilities by the department chair. 8.2 If there is unsatisfactory report: the department chair may develop further

6. Marginal Challenges: The challenges the underperforming faculty member face, will

improvement plan or forward the faculty’s case to the Vice Dean for Academic Affairs

be identified by the Department Chair and discussed openly with the faculty member to

(VDAA) with his recommendation/s for necessary actions.

take his/her point of view. After discussion with the faculty member, department chair

9. VDAA will review the faculty’s case and may suggest further actions I forward it

may decide to;

to the College Dean with his recommendations for action on his part I with University administration.

10. Further actions may be taken as per rules and regulations of Council of HigherEducation NO. 4/6/1417, chapter seven, article 82-91 which is reproduced below.

ARTICLE 85

ARTICLE 82

The suspended staff receives 50% of his/her basic salary. If he/she is innocent or

A disciplinary committee for staff members, and their equivalent, is formed by a decision

penalized by other than termination, he/she receives the rest of his/her salary. If he/she

from the President of the University, as follows:

is penalized by termination, he/she will not need to pay back what he received, unless

1. One Deputy President, as chairman.

the disciplinary body decides otherwise.

2. A Dean other than the one that investigates, as a member. 3. A staff member with a rank not less than Professor, as a member.

ARTICLE 86

4. One of the specialists in Shariâ&#x20AC;&#x2122;ah or regulations, as a member.

The President of the University notifies the staff member, and his/her equivalent, who is referred to the disciplinary committee, with the accusations and a copy of the

ARTICLE 83

investigation report by a registered letter at least 15 days before the trial session date.

Taking into account the regulations of staff discipline, one of the Deans, appointed by the President ofthe University investigates a staff member directly, if he/she fails to perform his/

ARTICLE 87

her duties. The Dean reports to the President of the University the results of the investigation

The staff member, and his/her equivalent, who is referred to a disciplinary committee

who transfers the investigated member to the disciplinary committee, if necessary.

might see the investigations carried out in the days chosen by the President of the University.

ARTICLE 84 The President of the University may suspend the work of a staff member, and his/her

ARTICLE 88

equivalent, for investigation, if necessary. The suspension period must not be more than 3

The disciplinary committee reviews the referred case as follows:

months, unless with a decision from the disciplinary committee.

1. The secretarial tasks of the committee are carried out by an employee selected by its

Suspension period or periods might be extended once or more, based on the investigation

chairman.

circumstances. However, suspension period should not be more than one year each time.

6. The staff member, and his/her equivalent, may contest the decision by a letter presented 2. The committee holds its meetings by invitation from the chairman. The investigated

to the President ofthe University within 30 days from the date of being notified of the

staff member is notified in writing by a registered letter to be present before the committee

committeeâ&#x20AC;&#x2122;s decision, unless the decision is final. If the contest is received before the

to listen to his/her statements and defense.

due date, the President ofthe University returns the case to the disciplinary committee

3. The committee holds meetings in the presence of the investigated staff member or

for a new review. If the committee insists on its decision, the matter will be raised to the

his representative. If he/she or his/her representative did not attend the meeting the

University Council, which gives the final decision.

committee reviews the case and completes the investigation steps confidentially. The committee may listen to witnesses, when necessary.

ARTICLE 89

4. The disciplinary committee decides by a majority of vote, and its meetings will not be

Taking into account the rules of Article 32 of staff discipline regulations, the disciplinary

valid unless all of the members attend the meeting. The committee presents its decisions

penalty to be inflicted on staff members, and their equivalent, are:

to the President of the University, attached with the case file, within not more than two

1. Warning.

months from the referral date. If the President of the University does not approve the

2. Blaming.

committeeâ&#x20AC;&#x2122;s decision, the decision will be returned to the committee. If the committee

3. Salary deduction of no more than the basic salary ofthree months and the monthly

insists on its decision, the matter will be raised to the University Council which gives

deduction should not exceed third of the basic salary.

the final decision.

4. Prevention from one periodical increment.

5. The President of the University notifies the investigated staff member, and his/her

5. Postpone of promotion for one year.

equivalent, with the committeeâ&#x20AC;&#x2122;s decision, once it is issued, in writing by a registered

6. Exclusion from academic work, and, assigning to another work for a maximum period

letter.

of five years. The exclusion period is not included in the duration counted for promotion. 7. Termination. ARTICLE 90 No impact of the disciplinary proceeding on other legal proceedings arising from the same incident.

1. Policy and Procedure for Program Delivery

PART II Policies and Procedure for Vice PART II Deanship forPROCEDURE Academic Affairs POLICIES AND FOR VICE DEANSHIP FOR ACADEMIC AFFAIRS

2. Policy for Teaching Methodologies 3. Policy for Monitoring Student Performance and Progress 4. Policies and Procedures for Retention of Dental Students 5. Policy and Guideline for Students’ Code of Conduct 6. Policy to Ensure Educational Privacy 7. Policy for Student Grievances and Grade Appeals 8. Policy on Academic Advising and Counseling 9. Policies and Procedures for Admission of New Dental Students 10. Examination & Assessment Policies 11. Policy and Procedure for New Dental Students’ Orientation 12. Policy and Procedure on Act of Plagiarism 13. Policy and Procedure for Election and Working of Student Leaders 14. Policy on Remediation

POLICY AND PROCEDURE FOR PROGRAM DELIVERY

POLICY STATEMENT: The policy for program delivery is to ensure awareness of programmatic and curricular specifications/ learning objectives to the department chairs, faculty, and students and to communicate any changes in a timely manner. The academic affairs and the departmental chairs will make sure that that course learning outcomes (LOs) are consistent with the program learning outcomes (LOs) and National Qualification Framework (NQF).

RESPONSIBILITY: 1.

Vice Dean for Academic Affairs

College Registrar

Department Chairs

It is the responsibility of each Chair to ensure that the department’s faculty is: •

Aware of program specifications and LOs

•

Familiar with the necessary requirements for a student to graduate

•

Familiar with NQF and National Commission for Academic Accreditation

and Assessment (NCAAA) formats for course portfolio, course specifications, and course reports. 4.

Course Directors should be familiar with the: •

Teaching methodologies at the College

•

Policies and procedures implemented in the College and particularly those

related to Academic Affairs.

PROCEDURE:

3. Student Academic Advisors are nominated by the office of the VDAA. Their

Planning and Scheduling of Courses

responsibilities and duties are outlined in the College’s Policy on Academic Advising and

The courses are scheduled in two semesters

Counseling.

Vice Dean for Academic Affairs (VDAA) and Registrar will prepare the list

of courses for each semester and incorporate them into the teaching schedule. 2.

VDAA will forward the tentative teaching schedule to department chairs for

review and suggestions. 3.

Upon approval by the departments, the teaching schedule will be forwarded

to student leaders representing each level of the student body for their review and feedback, for finalization by the VDAA. 4. The agreed and approved teaching schedule will be signed by the VDAA and posted electronically on the appropriate College bulletin board for viewing by faculty, staff, and students. II. Selection of Course Directors and Student Academic Advisor: 1. Course Directors are nominated by each department chair and are approved by the department board. 2. The Course Director has the following duties: •

Preparation of the course specification as outlined by NCAAA.

•

Align course specifications and learning outcomes with those of the program

and NQF. •

Discuss course specifications among the faculty and staff that are involved in

teaching the course and get approval by the departmental board well before the academic year begins. •

Monitor the course throughout the semester to ensure that all of the learning

outcomes are being achieved. •

Provide the approved course specification and the final course report to

the Vice Dean for Academic Affairs through departmental chair at the conclusion of course. The vice dean will forward it to the office of the Vice Deanship for Quality and Development •

III. Course Specification: 1.

The course director prepares the Course Specification at the beginning of the

semester. After the final examination, the completed course portfolio should be submitted to the department chair for review and approval. 2.

The original Course Specification is to be maintained in the department, with

a copy filed with the office of the Vice Deanship for Quality and Development. 3.

The course director updates the Course Specification with new teaching

material and documents during each semester in which the course is taught. 4. While updating the Course Specification, all additions or deletions must be mentioned therein with proper justifications.

IV. Registration: 1. The Deanship Student for Registration and Admission at the University of Dammam announces the dates for course registration. 2. After consulting with their academic advisors, students will make online registration for the desired courses. 3. Students with academic difficulties will need to register through the Registrar’s office. 4. Students may withdraw from any registered course before the end of the eighth week of the semester, provided that their total number of remaining credit hours is not less than 12. 5. Students may withdraw from all of their registered classes before the end of the tenth week of the semester.

V. Initiation of Classes and Issuance of Class Schedule, Laboratory and Clinics: The office of the VDAA will distribute the approved teaching schedule (lectures, laboratories, and clinics) to all students by email.

Timely report cases of students’ academic difficulty to the appropriate student

advisors.

VI. Scheduling of Examinations: 1.

The Examination and Assessment Committee will prepare a preliminary draft

of the schedule of assessments, including continuous assessments and final examinations. 2.

The VDAA will consult with the student members of the Examination and

Assessment Committee regarding the draft schedule of assessments. 3.

Student’s representatives of the Examination and Assessment Committee

will provide feedback regarding the proposed schedule. 4.

Department Chairs will also provide feedback regarding the proposed The Examination and Assessment Committee will consider the feedback and

suggested changes and modify the schedule as appropriate. 6.

Monitoring and Evaluation:

The delivery of courses and program is monitored through various mechanisms. These include but are not limited to the following: 1. Annual Program Report: The Vice Deanship for Academic Affairs prepares Annual Program Report (APR) on the NCAAA template and submits it to the College Faculty Board and the office of Vice Deanship for Quality and Development for review and monitoring of suggested improvement actions. 2. Course Report:

schedule. 5.

VIII.

The Vice Deanship for Academic Affairs will publish the final version of the

At the end of the semester, all course directors will prepare a course report on NCAAA template that includes an evaluation of the course and any suggestions for improvement. All course reports are submitted to the office of VDAA for review. Salient features are

assessment schedule at the beginning of the academic year.

included in the Annual Program Report with suggested improvement actions.

VII. Announcement of Course Grades:

3. Quality Evaluation Surveys:

1. Course Director:

The Vice Deanship for Quality and Development at the College, in collaboration with Vice

• Notifies students of grades earned in the continuous assessments within 7-10 days following the exam. • After the grades are released, students are provided feedback regarding their performance, and a list of correct answers is also provided for their review. • Final exam grades and final course grades cannot be announced to students until

Deanship for Academic Affairs and the Deanship of Quality and Academic Accreditation at the University, will conduct a series of student surveys to assess the quality of the program and collect their feedback. These surveys include: • Course Evaluation Survey (CES) • Program Evaluation Survey (PES)

they have been formally approved by the Department Chair, the Vice Dean for Academic

• Student Experience Survey (SES) and

Affairs, and the College Faculty Board.

• Student Survey of Lecturing Skills (SSLS) • Alumni Survey

Vice Dean for Academic Affairs: • After approving the final course grades, will submit them to the Dean and College

Faculty Board for formal approval. • An identical process is followed for the finalization and announcement of grades for continuous assessments.

• Students Survey for Library Services Results of these surveys are analyzed and forwarded to the college Dean, Vice Deans, Departmental Heads and concerned course director for their information, feedback and any suggestions for further improvement in the course and program, which are included in the course reports and annual program report.

POLICY FOR TEACHING METHODOLOGIES

POLICY STATEMENT The College of Dentistry has adopted a variety of standard teaching methodologies for delivery of the curriculum, aligning these to achieve the defined learning outcomes of the courses and program.

RESPONSIBILITY: 1. Vice Dean for Academic Affairs 2. Department Chairs 3. Faculty

POLICIES: 1. College of Dentistry faculty members are responsible for utilizing contemporary and innovative teaching methods based on an integrated curriculum, which enables their thorough preparation for teaching and preparing students for their future profession. 2. Faculty and staff are expected to meet studentsâ&#x20AC;&#x2122; diverse learning styles and expectations by ensuring the availability of contemporary resources and an appropriate learning environment to achieve the defined learning outcomes. 3. Course descriptions must be distributed to students at the beginning of each semester. 4. Teaching methodologies should enable the transfer of foundation knowledge to the student to facilitate achieving learning outcomes. 5. All teaching methodologies should be integrated to allow progressive reinforcement of foundation knowledge in the curriculum, while minimizing unnecessary redundancy. 6. Teaching methodologies should work collaboratively so that information is structured in a way that demonstrates relationships between key concepts. 7. Teaching methodologies used for each course should incorporate a horizontal integration to facilitate achievement of the learning outcomes. 8. Teaching methodologies used for each course should incorporate a vertical integration by linking to other types of learning experiences in the curriculum e.g. small group discussions, clinical demonstrations, etc.

TEACHING METHODOLOGIES: 1. Interactive Lectures:

POLICY FOR MONITORING STUDENT PERFORMANCE AND PROGRESS

Fifty minutes PowerPoint Presentation during which the instructor delivers information by asking questions and providing feedback on their responses. 2. Small Group Discussions: The students are divided into small groups (5-7 students), with each group assigned a certain task to be completed in a predetermined amount of time. This may include a clinical scenario, a research paper, or other exercise. 3. Laboratory Demonstrations: The instructor demonstrates procedures to the students in step-by-step fashion, and students are subsequently expected to duplicate the procedure at the acceptable level of performance. 4. Clinical Demonstrations: The instructor discusses and demonstrates the management of clinical scenarios, beginning with simple cases and progressing to cases that are more complicated. 5. Assignment-Based Learning: Assignments that are predetermined in the course syllabus are distributed among the students either individually or in groups. The instructor explains and discusses the outline of each assignment with each group of students, who are expected to complete the assignment within a predetermined period of time. After evaluating the completed assignments, the instructor gives feedback to each individual or each student group. 6. E-Learning: Selected courses are delivered online as e-courses. Each e-course includes the syllabus, the power point presentations for the lectures, the assignments, suggested questions and answers.

POLICY STATEMENT

STRATEGIES:

1. A methodical assessment of student progress toward the achievement of pre-established

1. Student progress and achievement are evaluated through a variety of measures,

learning outcomes is continually utilized in the College. This enables College and

including written and oral examinations, practical examinations, evaluation of clinical

University administrators to analyze and enhance the quality of teaching methods,

competencies, and course assignments.

learning outcomes and services provided. It also assists faculty in the development and

improvement of their teaching methodologies.

and they also must complete required experiential experiences in a variety of disciplines.

2. Confidentiality: Data collected regarding a student’s progress must be held in confidence,

and no information should be disclosed to any individual without the consent of the student,

and makes an assessment of each student’s achievement and personal conduct at the

with the exception of those College or University officials acting in their official capacity

conclusion of each academic semester (or more often if determined by the committee).

to serve the student’s educational interest.

Recommendations regarding student academic status and promotion are made by the

3. Modern statistical methods will be utilized to monitor the progression of students and

student’s academic advisors and are archived in each student’s portfolio.

analyze the results. Appropriate corrective action will be taken to support and improve the

4. A 2.75 GPA is required for promotion to the following academic year, and all

performance of underachieving students. Other traditional methods will also be used in

required prerequisite coursework and specified competencies must be successfully

this process to identify any potential barriers to students’ learning.

completed. Under no circumstances will students be allowed to begin patient care without

4. This policy aims at providing reasonable and effective guidance to monitor student

successfully completing all prior course work.

progress and provide timely interventions when corrective action is needed to ensure the

5. Students are expected to demonstrate professional behaviors in addition to

achievement of expected learning outcomes.

succeeding academically. The student code of conduct contains specific guidelines for

Students must attain a minimum GPA of 2.75 in order to be considered for graduation, The Academic Affairs Committee (ACC) reviews student grades and course progress

these expected behaviors. Students can be dismissed from the College for professional,

RESPONSIBILITY:

ethical, disciplinary, and/or academic reasons.

6. Students must complete their clinical responsibilities with discretion and must

Vice Dean for Academic Affairs

2. Department Chair

display concern for the dignity and importance of each patient.

3. Faculty of Dentistry 4. College Registrar 5. Student

PROCEDURES FOR REVIEW OF STUDENT PERFORMANCE AND PROGRESS Course directors will contact the student’s academic advisor if evidence exists that the student is experiencing difficulty with a course. 1. The advisor and Course Director will coordinate a schedule of remedial activities: personal tutoring, extra sessions, assignments, etc. 2. If the problem continues, the student’s advisor will notify the Office of the Vice Dean for Academic Affairs. Detailed procedures are available in the College document entitled “Student Advising and Counseling Policies and Procedures”. 3. The responsibility for reviewing each student’s overall performance, including final grades and clinical progression, rests with the Academic Affairs Committee (AAC) and its subcommittee, if necessary. 4. The AAC committee is composed of at least 5 full time teaching staff along with all department chairs or their representatives. The Vice Dean for Academic Affairs will chair

3. Once the notice for the intent to appeal has been received by the office of Academic Affairs, the student may continue to attend classes with their originally assigned class. 4. Once the date of the appeal hearing has been established, the student will be notified at least three (3) days in advance, and must confirm attendance at least 24 hours in advance. If the student cannot attend the appeal hearing, the ACC may conduct the meeting without the student present. 5. The student may bring a support person to the meeting with him/her as a parent, a faculty member, a fellow student, etc. 6. The student will be advised as to the decision of the ACC as soon as possible following the deliberations and decision of the committee. 7. The decision of the AAC on the student’s appeal will be considered final. Further review within the University is available only through an academic grievance filed according to published University procedures.

the Committee. 5. The AAC or one of its subcommittees (e.g., the examination committee) is responsible

PROBATION, SUSPENSION AND DISMISSAL

for making the following recommendations: promotion to the next academic year;

A. Probation

remediation of failed courses; repeat of the entire academic year; academic probation;

Students are expected to maintain satisfactory academic progress toward graduation. Any

suspension, and if appropriate, dismissal from the College of Dentistry.

student not making satisfactory academic progress may be placed on academic probation upon recommendation of the ACC. The ACC seeks to uphold the essence and the spirit

SPECIFIC PROCEDURES FOR APPEALING ACADEMIC DECISIONS:

of the College’s rules and regulations, and is therefore empowered to make exceptions in

The office of the Vice Dean for Academic Affairs offers the following specific information

cases where regulations may be working to a student’s educational disadvantage.

on the process of appeal for an academic decision: (suspension, repeat of a year, or dismissal): 1. After receipt of notification, a student has 10 business days to submit a letter stating the intent to appeal a decision of the AAC. 2. Once notice for the intent to appeal has been received by the office of Academic Affairs, the Vice Dean of Academic Affairs will arrange an appeal hearing with the ACC

1. A minimum cumulative GPA of 2.75 which must be maintained throughout the program

to be considered for graduation from the program.

2. If a GPA below 2.75 minimum is achieved, or if the student earns an “F” grade in a course, the student is placed on probation with specific requirements that must be fulfilled. The student remains on probation until the course with the “F” grade is successfully remediated.

as soon as possible but no longer than 30 days after receiving notice.

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3. A student will be placed on probation if either the semester GPA or the cumulative

B. Suspension

GPA falls below 2.75. A student will remain on probation until both the semester and the

When suspended, a student is no longer in the program and cannot register for University

cumulative GPA are 2.75 or above. A student will remain on probation if the semester

courses for one full academic year. Following the suspension period, a student must

GPA falls below 2.75, regardless of whether the cumulative GPA is above 2.75. A student

petition the College of Dentistry in writing at least 6 months prior to the beginning of

may be suspended or dismissed, as determined by the ACC if, while on probation, (1)

the semester he/she is expecting to return if the petition is granted, the student will be

the cumulative GPA falls below 2.75; (2)the student receives a failing grade; or (3) the

provided with a specific contract for performance.

semester GPA falls below 2.75 for two consecutive semesters. 4. A student on probation must successfully complete all requirements for academic

C. Dismissal

performance developed by the ACC. If the student meets the requirements for academic

Students may be dismissed/suspended from the program for scholastic and/

performance and the semester and cumulative GPA are at least 2.75, the student may be

or professional misconduct (refer also to the section of Codes of Conduct and University

removed from probation. If the requirements are met but the cumulative GPA is still less

guidelines for disciplinary protocols), regardless of their grade point average. For expulsion

than 2.75, the student will remain on probation. If goals are not met, the student may be

and re-admission, please refer to University guidelines for Disciplinary Protocols.

suspended or dismissed as determined by the ACC.

It may be noted that:

5. A student on probation for any reason, or who has a GPA less than 3.0 may not serve in a leadership position (i.e. class officer).

1. If a student is dismissed from the College of Dentistry, she/he may be readmitted only upon recommendation of the University’s Student Affairs Committee. Suspension has been corrected, together with convincing prospects that improved work will follow.

Probationary Procedures: 1. It is the student’s responsibility to be aware of his/her academic status, including the status of probation. The ACC Chair will contact the student regarding the probationary status and requirements for the student to be removed from probation. 2. A student will normally have one probationary semester to raise her/his term or cumulative grade point averages to 2.0 or above, or to remediate a failed course.

2. Readmitted students are placed on probation, and may be subject to immediate dismissal if progress is unsatisfactory. 3. Upon return to the College after petitioning to reenter, the student’s progress will be monitored. If the student does not successfully complete the contract, he/she shall be suspended again. 4. Students may appeal suspension decisions to the College ACC.

3. If the student’s semester or cumulative GPAs are between 2.0-2.74 at the end of the probationary semester, or if a course is not remediated by the end of the next term, the ACC will decide whether to place the student on probation for a second semester or to dismiss the student from the program.

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POLICIES AND PROCEDURES FOR RETENTION OF DENTAL STUDENTS

POLICY STATEMENT This policy is aimed at maintaining a high student retention rate at the College of Dentistry, University of Dammam, by providing high quality teaching, learning, and training opportunities, facilitated by a collegial atmosphere and professional student counseling and advising services. Annual retention rates are averaged to create a more representative and accurate account throughout the Collegeâ&#x20AC;&#x2122;s history. This longitudinal data allows the College to monitor the retention rates, whether increasing or decreasing, and take corrective action as needed. Students may remain in the BDS Program as long as they maintain a cumulative GPA of at least 2.0 out of 5.0 and demonstrate ethical and professional suitability for the degree and the profession. Student retention rates are calculated by the Vice Deanship for Quality and Development at the end of each academic year to allow sufficient time for analysis and implementation of any corrective actions. DEFINITIONS: 1. Retention: refers to the ability of an institution to retain a student in the College from the time of enrollment through graduation (from that University / College). 2. Persistence: refers to the desire and ability of a student to remain enrolled within the system of higher education from matriculation through degree completion. 3. Attrition: refers to students who fail to enroll at an institution in consecutive semesters; 4. Dismissal: refers to students who are not permitted by the institution to continue their enrolment; 5. Drop-out: refers to students whose initial educational goal was to complete at least a Bachelorâ&#x20AC;&#x2122;s degree but who did not complete it; 6. Mortality: refers to the failure of students to remain in college until graduation; 7. Stop-out: refers to students who temporarily withdraw from an institution or system and later returns to resume their studies.

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8. Withdrawal: refers to the act of departure of a student from a college or university

Freshman Year:

campus.

First year is usually the critical year in the student’s life. The freshman orientation and

RESPONSIBILITY:

seminar presents the students with a clear picture of the program and its structure, the

1. Registrar: is responsible for providing the data to the office of Vice Deanship for

overall campus environment and its facilities, services, rules, regulations, and the expected

Quality and Development.

behavioral conduct. The College administration, especially the Vice Deanship for the

2. The Vice Dean for Academic Affairs is responsible for monitoring and analyzing the

Academic Affairs, is committed to providing an educational environment that will enhance

student retention rate and taking appropriate actions when necessary.

their learning and interest in the program.

Department Chairs are responsible for monitoring the quality of the courses/curriculum

and the College atmosphere and monitoring the students’ progress accordingly.

3. Academic, social and personal support:

4. Course Directors are responsible for monitoring the quality of the courses and the

Clear and consistent information will be provided to the students about institutional

College atmosphere and monitoring the students’ progress accordingly.

requirements and the availability of professional advisement services regarding the program

5. Student Counselor and Advisors are responsible for offering professional guidance to

of study and future career goals and opportunities. The Student and Career counseling

the students for any academic, personal or social issues.

Services will provide the students with a “road map” for the successful completion of the program. The College provides social and personal support to the students, if required, and

STRATEGIES FOR STUDENT RETENTION:

assures that faculty and student advisors are readily available.

The College has established high expectations for the students, as these form the foundation for student success.

Student Activity Committee:

The committee organizes a variety of social and sports activities for the students throughout 1. Screening for most suitable students:

the academic year to keep them physically fit and mentally active and alert. This provides

At the time of admission of new students, the Registrar and the Admission and Registration

multiple opportunities for interactions between senior and junior students as well as with the

Committee should carefully review the following attributes of each student:

faculty in a more informal and friendly manner.

• Prior academic performance; • Academic involvement with the institution;

5. Students Centered Program:

• Extracurricular activities / social activities;

The College mission and goals have been developed with “student focus”. They are

• Family background;

considered as the “valued members” of the institution. The Class Leader serves as their

• Aspirational goals;

representative who closely works with the Course Directors and the Vice Dean for Academic

• History of student honesty and behavior

Affairs for planning different academic activities. The College Dean has set up a Student Advisory Committee where the students are able to provide feedback for ongoing courses, faculty, facilities, and services, and conduct open discussions with the Dean for any concerns or issues faced by the students.

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6. Monitoring Student Performance:

The University Council may exempt a student from the maximum limit restriction

The performance of students should be reviewed by the Course Director at the end of each

(additional period equal to one half of the period determined for graduation in the program),

semester.

giving him the opportunity to complete graduation requirements with an additional period

• Students whose performance has been exemplary will be awarded a letter of

of maximum duration equal to double the original duration determined for graduation. In

commendation from the Course Director specifying those areas in which the student has

exceptional cases, the University Council may allow the student to complete the graduation

demonstrated excellence in their performance.

requirements within an additional period of a maximum duration equal to a maximum of

• Students whose performance is unsatisfactory will receive a letter of concern, will

two semesters.

be counseled by the Course Director/student advisor/student counselor, and a plan for

9. Attendance Requirements:

improvement will be developed.

A regular student is expected to attend all scheduled classes and all scheduled clinical and laboratory sessions during the semester. The attendance rate for individual students should

7. Student Re-Enrollment:

not fall below 75% of classes, clinical and laboratory sessions. The College Faculty Board

• A student whose enrollment has been cancelled may apply for re- enrollment with the

may exempt a student from the provision of attendance and allow him / her to attend the

same University ID number and academic record which he/she had before the suspension,

final examination if he / she provide an acceptable excuse to the board. However, to be

pending the following conditions:

considered for this exemption, the minimum attendance rate may not fall below 50% for the

• The student applies for re-enrollment within four regular semesters from the date of

scheduled lecture, clinical and laboratory sessions scheduled for the course.

cancellation of his/her enrollment status. • The student is granted prior approval from the College / Faculty Board for re-enrollment.

10. Withdrawal:

• If five or more semesters have lapsed from the date of cancellation of his/her enrollment

A student may submit an application to discontinue study in a particular semester and

status, the student may apply for admission in the University as a new student only after

withdraw from one course if he / she can furnish an acceptable excuse.

fulfilling all admission requirements. The previous academic record will not be considered. • The student has not re-enrolled and has not previously been academically dismissed.

11. Suspension of Enrollment / Leave of Absence: A student may submit an application for a Leave of Absence for reasons acceptable to the

8. Dismissal from the Program:

College Faculty Board, provided the suspension period does not exceed two consecutive

A student will be dismissed if he/she is placed on academic probation for three consecutive

semesters or a maximum of three non-consecutive semesters during his / her entire course

semesters as a result of his cumulative GPA being less than 2.75 out of 5. However, the

of study at the College. The duration of the Leave of Absence is not considered a part of the

University Council, upon recommendation by the College Faculty Board, may allow the

period required to fulfill graduation requirements.

student a fourth opportunity to improve his/her cumulative GPA by taking any available courses.

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12. Procedure for Monitoring Student Retention:

POLICYAND GUIDELINES FOR STUDENT CODE OF CONDUCT

The Office of the Registrar will: • Collect data at the beginning of the academic year to record the number of students who enrolled in the College for that academic year. • Collect data the following year for the number of students who are still enrolled at the College. • Divide the number calculated in Step 2 by the number of Step 1. The result of this calculation is the Student Retention Rate. • Graduating students should not be counted in the calculation of the Student Retention Rate.

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POLICY STATEMENT

GUIDING PRINCIPLES:

The College of Dentistry provides a student support program with the goal of enhancing

1. The College seeks an environment that promotes academic achievement and integrity,

the success of its students. Student performance is monitored and additional academic

that is protective of free inquiry and that serves the educational mission of the College and

assistance is offered through individual tutoring, seminars, and appropriate professional

the University.

consultation for those in need. This program also encourages and promotes student study

2. The College seeks a community that is free from violence, threats, and intimidation;

groups, a student mentoring program, and resource development with faculty and staff. For

that is respectful of the rights, opportunities, and welfare of students, faculty, staff, and

academic assistance and consultation, please contact:

guests of the College; and that does not threaten the physical or mental health or safety of

Names:

Nasser Al Kaabi- Registrar

members of the College community.

Email:

nsalkaabi@uod.edu.sa

Telephone: 013-333-1406

3. The College is dedicated to the responsible use of its resources and to protecting its property and resources from theft, damage, destruction, or misuse. 4. The College supports and is guided by law while also establishing its own standards

RESPONSIBILITY:

of conduct for the academic community.

1. Vice Dean for Academic Affairs 2. Faculty

DISCIPLINARY OFFENSES:

3. Students

Any student or student organization found to have committed or to have attempted to commit the following actions is subject to appropriate disciplinary action under this policy:

JURISDICTION: The Student Conduct Code applies to student conduct that occurs on the College / University

1. Scholastic Dishonesty:

premises or at the College / University-sponsored activities. At the discretion of the rector

Scholastic dishonesty includes plagiarizing; cheating on assignments or examinations;

or delegate, the Code shall also apply to off-campus student conduct when the conduct, as

engaging in unauthorized collaboration on any academic activity; accepting, acquiring, or

alleged, adversely affects a substantial University interest and either:

using test materials without faculty permission; submitting false or incomplete records of

1. Constitutes a criminal offense as defined by law, regardless of the existence or outcome of any criminal proceeding; or 2. Indicates that the student may present a danger or threat to the health or safety of the student or others.

academic achievement; acting alone or in cooperation with another to falsify records or to obtain grades, honors, awards, or professional endorsement in a dishonest manner; altering, forging, or misusing a College academic record; or fabricating or falsifying data, research procedures, or data analysis. 2. Disruptive Classroom Conduct: Disruptive classroom conduct includes engaging in behavior that substantially or repeatedly interrupts either the instructor’s ability to teach or a student’s ability to learn. A “classroom” is intended to include any setting where a student is engaged in work toward academic credit or satisfaction of program-based requirements, clinical care, or related activities.

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3. Falsification:

9. Unauthorized Use of College Facilities and Services:

Falsification means willfully providing University/College offices or officials with false,

Unauthorized use of College facilities and services includes the wrongful use of College

misleading, or incomplete information; forging or altering without proper authorization

properties or facilities; misusing, altering, or damaging fire-fighting equipment, safety

official University / College records or documents, or conspiring with or inducing others

devices, or other emergency equipment, or interfering with the performance of those

to forge or alter University/College records or documents without proper authorization;

specifically charged to carry out emergency services.

misusing, altering, forging, falsifying, or transferring to another person University-issued

10. Theft, Property Damage, and Vandalism:

identification; or intentionally making a false report of a disaster or other emergency to a

This includes theft or misuse of, damage to, destruction of, unauthorized possession of, or

University/College official or an emergency service agency.

wrongful sale or gift of property.

4. Refusal to Identify and Comply:

11. Unauthorized Access:

Refusal to identify and comply includes the willful refusal to properly identifying oneself

It includes accessing without authorization College property, facilities, services, or

or willfully failing to comply with a proper order or summons when requested by an

information systems, or obtaining or providing to another person the means of such

authorized University official.

unauthorized access, including, but not limited to, using or providing without authorization

5. Attempts to Injure or Defraud:

keys and /or access codes.

Attempts to injure or defraud includes accepting, creating, forging, printing, reproducing,

12. Disruptive Behavior:

copying, or altering any record, document, writing, or identification used or maintained by

Disruptive behavior includes willfully disrupting University/College events; participating

the University/College when done with intent to injure, threaten, defraud, or misinform.

in a campus demonstration that disrupts the normal operations of the University/College and

6. Threatening, Harassing, or Assaultive Conduct:

infringes on the rights of other individuals; leading or inciting others to disrupt scheduled

Threatening, harassing, or assaultive conduct includes engaging in conduct that endangers

or normal activities of the University/College; engaging in intentional obstruction that

or threatens to endanger the health, safety, or welfare of another person, including, but not

interferes with freedom of movement on campus, either pedestrian or vehicular; using

limited to, threatening, harassing, or assaultive behavior.

sound amplification equipment on campus without authorization; or making or causing

7. Disorderly Conduct:

noise, regardless of the means, that disturbs authorized University/College activities or

Disorderly conduct includes engaging in conduct that incites or threatens to incite an assault

functions.

or breach of the peace; obstructing or disrupting teaching, research, administrative, or

13. Rioting:

public service functions; or obstructing or disrupting disciplinary procedures or authorized

Rioting includes engaging in, or inciting others to engage in, harmful or destructive

University/College activities.

behavior in the context of an assembly of persons disturbing the peace on campus, in areas

8. Illegal or Unauthorized Possession or Use of Drugs or Alcohol:

approximating the campus, or in any location when the riot occurs in connection with, or in

Illegal or unauthorized possession or use of drugs or alcohol includes possessing or using

response to, a University/College sponsored event. Rioting includes, but is not limited to,

drugs or alcohol illegally.

such conduct as using or threatening violence to others, damaging or destroying property, impeding or impairing fire or other emergency services, or refusing the direction of an authorized person.

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14. Violation of University/College Rules:

For violations other than examination misconduct, the following sanctions may be imposed

It includes engaging in conduct that violates University, collegiate, or departmental

upon student(s) or student organizations found to be in violation of the Code:

regulations that have been posted or publicized, including provisions contained in University

1. Alert Note: The issuance of an oral or written notice of misconduct.

contracts with students.

2. Warning: A written document that is to be maintained in the student’s file.

15. Violation of Laws:

3. Injunction of University’s privileges for students

It includes engaging in conduct that violates a law, including, but not limited to, laws

4. Cancelation/Voiding of one or more course examinations

governing alcoholic beverages, drugs, gambling, sex offenses, indecent conduct, and/or

5. Prohibited participation in one or more final examination(s)

arson.

6. Probation: Probation confers special status with conditions imposed for a defined

16. Persistent Violations:

period of time, and includes the probability of more severe disciplinary sanctions if the

Persistent violations include engaging in repeated conduct or actions that are in violation

student is found to violate any institutional regulation(s) during the probationary period.

of this Code.

7. Required Compliance: Required compliance necessitates the mandatory completion of University requirements, work assignments, community service, or other discretionary

SANCTIONS: Sanctions for Academic Dishonesty and Cheating During Examinations

assignments. 8. Confiscation: Confiscation means confiscation of goods used or possessed in violation

According to University Guidelines, the following sanctions may be imposed upon student

of University regulations, or confiscation of falsified identification or identification wrongly

(s) found to have violated the Code:

used.

1. If a student commits actions disturbing or disrupting the examination process, the Dean may delegate the decision of whether or not student continues the examination to senior faculty who are supervising (proctoring) the examination. 2. The proctor has the authority to order the student out of the examination room.

9. Restitution: Restitution means making compensation for any loss, injury, or damage. 10.

Restriction of Privileges: Restriction of privileges includes the denial

or restriction of specified privileges, including, but not limited to, access to an official transcript for a defined period of time.

3. The Dean may report the incident to the University’s Vice Rector for Academic Affairs,

11. Suspension: Suspension means separation of the student from the University for

in order to discuss the incident in the Rectifying/Disciplinary Committee at the University.

a defined period of time, after which the student is eligible to return to the University.

4. The Rectifying/Disciplinary Committee will determine the appropriate sanction.

Suspension may include conditions for readmission.

5. The University Rectifying Committee will decide whether the student’s examination in one or more courses will be cancelled or voided. 6. The student’s grade results will not be released until the Rectifying/Disciplinary Committee’s decision is finalized.

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12. Expulsion: Expulsion means the permanent separation of the student from the University. 13. Withholding of Degree: Withholding of a degree means not releasing a degree otherwise earned for a defined period of time or until the completion of assigned sanctions.

University of Dammam Students Discipline Bylaws

For further details of misconduct and sanctions authorization, please refer to University Guidelines.

According to the article number thirty eight and fifty two from bylaws of undergraduate

HEARING AND APPEAL OF STUDENT DISCIPLINARY DECISIONS:

universities with resolution No.13/27/1423 date 2/11/1432. As instructed in the article fifty

Any student charged with violation of the Code shall have the opportunity to receive a fair hearing. I.

In cases of academic or general misconduct, the Dean will form a committee comprised

of the following members: • Vice Dean for Academic Affairs

that implies that higher education council are responsible for issuing joint regulations for two of bylaws referred to that university council is to develop implementing rules not in contradiction with the provisions of this bylaw, also included in article thirty eight of the same bylaws that punishing a university student on violation actions are in accordance with the disciplinary bylaws issued by the university council .Based on public interest, it determines to issue a student’s discipline bylaws at the University of Dammam and

Chair

• Chair of department related to incident Member • College faculty member

study and examination issued rendering item six of article of higher education system

implementing rules as following : Student Discipline bylaws

Member

-Definitions-

II. The committee will investigate the incident. III. The committee will schedule a meeting not later than one week from the date of the incident. IV. A report with committee recommendations will be submitted to the Dean, who will forward it to the Permanent Disciplinary Committee at the University to determine the appropriate action. Annexure: University of Dammam Students Discipline Bylaws

Article 1 Provisions of these by-laws shall apply to: 1. Discipline of student’s behavior within the university, or in any of its facilities, or under the umbrella of participation or activities outside the university. 2. Refine and reform the behavior of student violators, and to address their behavior by educational methods available at the university 3. Adoption of disciplinary sanctions on violator students with the bylaws and regulations within the university Article 2 The following terms have the meanings assigned to them as stated in this bylaw: University: University of Dammam Students: All who are enrolled under the University of Dammam, regardless of their nationality or educational levels except graduate, male and female.

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Article 6 College: College or deanship to which to student (his/her) issued violation belongs to

Standing Committee constitute to adjust the behavior of students by a decision of the

Main Committee: Standing Committee to adjust the behavior of students at the University

university council for two years subject to renewal under the chairmanship of Vice Dean of

of Dammam

Academic Affairs with the following members:

Sub-Committee: Behavior control committees within the college or supporting deanships

1. Dean of Admission and Registration

structured with deans decisions

2. Dean of Student Affairs

Chairman of the Committee: Vice dean of academic affairs, or his authorized representative

3. Dean of the College to which the student belongs

Violation: Any prohibit action that disqualify rules and bylaws of the university

4. Deputy Dean of Female Student Affairs (in respect of breaches attributed to female

Punishment: Disciplinary sanctions stated in this bylaw

students)

Exam: Every exam students take confined in various types, whether verbally or in writing

5. Director of Guidance and Counseling Center

and whether the exam is semester or yearly activity mark or final.

6. One of advisors members of the legal department at the university

Article 3

7. Administrator- secretary of the Committee Article 7

Undergoes all students enrolled in the university (regular and by affiliation) except for graduate students as well as students attending training programs and courses

Terms of reference of this committee are the following:

Article 4

Deciding on students disciplinary issues

The responsible authority to apply these bylaws is Deanship of Student Affairs, in association

Apply Student disciplinary bylaws

with related areas in the university; it also informs the punishment decision to the student,

Follow-up on investigations and discipline with students

parents and college concerned within a week from the date of issuance of the decision

Conduct investigations in matters referred to the committee and identify

Article 5 Do not apply the punishment in this bylaw on violator students outside the university or where it does not affect the university regulations, framework of its activities and various participations. Where itâ&#x20AC;&#x2122;s the responsibility of other areas, unless resolved to the university from other parties or the origin of the violation was a link to the university in any way.

responsibility within it. 5.

Address the relevant authorities within or outside the university, follow-up,

receive and view results. 6. Follow-up on student discipline by-laws sub-committee procedures (if any) and approve it 7. Supervising the implementation of decisions issued in investigations 8. Analysis of provisions and punishments of the committee and extract results 9. Follow-up and develop work of committee or sub-committees related to it 10.

Communication with relevant departments in colleges to educate students

11. Inventory of cases, then follow integrity taken against it in a special register

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Article 8

Article 12

The Committee considers violator students referred by the rector of the university, or one

The punishment signed by the main committee on the violator (him\her) according to what

of the college deans, or their representatives, as well as deans of supporting deanships,

stated in this bylaws and has the power to reduce the sentence if needed in the interest or

and heads of the centers, it also follows up on cases seen by committee within the

the suspension of the sentence on the condition of lute and repetition. Taking into account

university, or outside â&#x20AC;&#x201C; not in contradict with Article five and views the recommendations

when signing the punishment, to be scalable, appropriate with the degree of the violation,

of the disciplinary actions towards students from colleges sub-committees under the

considering precedents and mitigating circumstances and aggravating circumstances of

provisions of this bylaws

each case. Article 9

Article 13

Main Committee meetings are being held by the invitation of its Chairman, committee

(Violations)

is not valid unless the presence of two-thirds of its members. A decision issued is by

Any misbehavior to others, Islamic values, regulations, bylaws, university instructions,

majority and when the votes are equal view of the Chairman is taken. In any case itâ&#x20AC;&#x2122;s not

government regulations, causing damage to others and facilities is considered violation

permissible to delay consideration of the violation for four weeks from the date received

particularly the following:

by chairman of the committee.

1. Article 10

Every action affects the honor and dignity or prejudice the good conduct and behavior

inside and outside the university

In each college, deanship of preparatory year and support studies has disciplinary

2. Prejudice to the test system, instructions and procedures or calm required

subcommittee bylaws chaired by dean of college or one of the agents and two members

3. Any cheating in the exam or initiation of it or attempt to cheat or take any material

of the faculty selected by the dean. Decision is issued by the rector of university.

relevant to subject even though not benefited from it, also cheating in school reports and

This committee is concerned in the investigation of violations issued from students,

projects

college or others .If violation occurs within boundaries of the college it has the power

4. Taking an exam for another student or instead having another student taking an exam

of recommendation of punishment prescribed in these bylaws and th1en hand over to

for other student. Whether inside or outside the university

disciplinary by-laws main committee for consideration and adoption

5. Establishing activities or associations contrary to the regulations existing at the

Article 11

university

Various behavioral disciplinary committees have validity under this bylaw to make sure

6. Any damage or attempt to damage universities facilities, devices, materials or books

the investigation with the violating student in what is attributed to him of the violation.

and all collectibles of the university library.

The committee can re-hear his statement in it. Also has a warrant to hear whom to be

7. Abuse of university facilities and contents

heard from the parties of the case

8. Issuing and distributing brochures, collecting signatures or money without obtaining approval in advance by the University. 9. Fraud in all its forms 10. Smoking at the university 11. Violation to maintain the cleanliness of the halls and university facilities 12. Bad behavior with colleagues, staff or faculty members or companies based workers working in the university or infringement of them by word and action

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13. Non-compliance with the instructions regarding university campus dress code,

First: Fundamental disciplinary sanctions:

dressing prohibited inside classrooms and campus provoking tribal or regional statements

1. Oral alert (warning)

between students and formation of student groups to pick a quarrel and problems inside or

2. Written alert (warning) and took the pledge of non-repetition

outside the university

3. Warning ,original document to the student and notify parents

14. Violation of entry and exit instructions of colleges and classrooms or going out of the

4. Exclusion of registration in one course or more for one semester

campus contrary to the public morals and Islamic values

5. Exclusion of final exam or cancellation of grades for one course or more –not to

15. Possession and use of prohibited electronic devices inside the halls or on campus,

exceed three courses, and consider it falling .Taking to account that the course is related to

including imaging devices, recording or electronic storage pieces if used contrary to its

violation if found.

own instructions

6. Dismiss from university for one main semester

16. Possession of hazardous substances, prohibited weapons and drugs of all kinds inside

7. Prohibit the student from final exam or cancelation of grades or consider falling all

the university buildings and facilities

registered courses for the semester

17. Drop-housing without prior notice to housing administration for more than two weeks,

8. Dismiss from university for one semester or more

or enter and hosting visitors without prior permission from the competent authority

9. Permanent dismissal with documents stamped “ disciplinary dismissal”

18. Violation of traffic rules and regulations inside university campus or facilities of the

10. In all cases, the student takes responsibility to what is destroyed plus the cost of

University which needs to be presented to the main committee.

repair or installation and the consequences upcoming including special rights

Article 14

Second: Alternative Disciplinary Sanctions

Committing violation of behavior and appearance within the university and its facilities

(A) Exclusion from one or more privileges or services for one semester or more as

or outside – not in contradict with Article Five-a notification to dean of the college to take

following:

necessary measures as investigation and view necessary papers and documents to take

1. Exclusion from borrowing books from university library

the necessary action towards the punishment or submission to the controlling behavior

2. Exclusion from university campus accommodation

committee to determine punishment

3. Exclusion from participation in visits, trips and representing university student in delegations Article 15

4. Exclusion from using university internet

1. (Disciplinary sanctions that may be imposed to student)

5. Exclusion from benefiting from the subsidy or loan from students fund, a period not

2. Taking into consideration it’s banned to impose more than a penalty on the offending

exceeding two semesters

act.

6. Exclusion from Registration of student employment not exceeding two semesters

3. Disciplinary sanctions are limited to what follows:

7. Exclusion from reduce travel card not exceeding two semesters 8. Exclusion from restaurant reduction card for one semester 9. Enter negative index in student record system 10. Exclusion from the use of sporting or entertainment facilities of university

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(B) Have some sanctions assigned to violate student to voluntary tasks needed in deanships

Article 20

and colleges for a specific amount of time .In order to improve student path with suitable

No student is exempted from punishment due to lack of knowledge of university system

tasks in period of time, not in contrast with student university schedule. Main committee

rules and bylaws. Deanship of Student Affairs has the accountability to publish these by-

should take advantage from available options and activities in the university to enable them

laws and distributing them by all means available

to choose the best punishment that enhances student behavior and requiring students to

Article 21

attend awareness or educational courses determined by the Main Committee

University rector has all the power of the main committee to deal with some violations that require student privacy or confidentiality or exceptional and special circumstances without

Article 16

reference to the committee.

Who commits the offense stipulated in item (3-4-5) from article 13 the observer directs

Article 22

the student from the testing room willingly, and writes detailed description in minutes

In criminal violation it is permitted to transmit the case to competent authorities to decide

then presents it with proof documents to the college that transmits the full papers to the

on action related to the case. University applies bylaws on the violator

College dean to present it to disciplinary bylaws subcommittee that determines appropriate

Article 23

punishment after conducting investigation with the violator, hearing his words and editing

Decisions from minutes of main committee are not considered approved until ratification

statement. Taking into account the gradual sanctions contained in article 15.

by HE rector of university.

Article 17

Article 24

When necessary assistance is requested from university legal department for necessary

Student has the right to approach the university director with grievance issued against

investigations .Then results are presented to HE rector of the university, especially in cases

him within one month from the date of decision notification. To retain jurisdiction over

that require confidentiality and privacy

the decisions of the committee or revoke or cancel or suspend implementation or hold on the lute and repetition in session from the University Council on the recommendation of Article 18

director of the university

None of the punishments provided in these by-laws may be imposed unless hearing is

Article 25

convened and student defends him\herself. If student declined to attend, main committee

Decision of disciplinary sanctions are kept in students file at the Admission and Registration

has the right to take action according to the minutes stated

Deanship (paper and electronically). Competent authorities issuing punishment are entitled

Article 19 Student must be notified with the violation against him and informed in advanced about

to announce punishment with student first name initials without explicit reference to the name in university newspaper, colleges and facilities

the date for him with the committee. Punishment is not held until written investigation and

Article 26

hearing the testimonies against him. Student forfeits his right to be heard in the event of

This bylaw is effective from date of approval and terminates all contradiction from previous

failure to attend on the date in which he was informed of the interview and investigation.

disciplinary bylaws .University council has the right to interpret and adjust this bylaw

Unless his excuse is acceptable, if not punishment is stated without his\her presence.

when needed.

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POLICY TO ENSURE EDUCATIONAL PRIVACY

Policy Statement At the College of Dentistry, student’s information including personal data, grading, counseling, etc. is treated as confidential unless students agrees to release parts of this data. Policy On Access to Student Records I.Directory Information: The following information is considered public information: • Name. • Address • Phone number. • University-assigned email address.

• Dates of enrollment. • Degree. • Adviser(s). • Class. • College. • Academic awards. • Honors. 2. Non-Public (Private) Information Student education records other than publicly available directory information are private and shall not be disclosed except under certain prescribed conditions.

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The following information is not to be released:

4. General Guidelines:

1.Grades.

The following practices by University or College of Dentistry officials will help

2. Academic Schedule.

ensure compliance with the various laws and regulations:

3. Courses completed.

1.University officials have 30 days to respond to legitimate requests;

4. Educational services received.

2.Requests for information regarding educational records must be referred to the Office of the Vice Dean for Academic Affairs.

3. Students’ Rights:

3. Information will only be shared within the University and only with those who have

Students have the right to:

a “legitimate educational interest”. Those are: university employees who have a need

1. Inspect and review certain areas of information the University maintains on them,

to know to carry out their defined job functions.

except the following. Letters of recommendation that a student has waived the right

4. Grades or graded materials will not be posted or distributed in such a way that one

to review.

student can see or identify the grade of another.

2. Request an amendment to their record;

5. Written permission must be obtained from the student before any non-public

3. Consent to disclosure of personal identifiable information;

information can be released.

4. Know what an institution has designated as public/directory information and the right to limit the release;

4. Policy on Confidentiality of Student Grades:

5. Know the names of College officials who may access their records;

1. Under University regulations, examination scores, course grades, and similar

6. File complaints to Vice Dean for Academic Affairs.

indicators of student academic progress are not considered “public information”. 2. Accordingly, such information cannot be released or made public without written student permission, except for normal educational and administrative uses within the University. 3. Posting lists of examination scores or course grades, or returning test materials to students in ways which make it possible for students to obtain information about other students’ scores or grades is inappropriate and will not be permitted.

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4. It is not permissible to leave graded examination materials with studentsâ&#x20AC;&#x2122; names on

POLICY FOR STUDENT GRIEVANCES AND GRADE APPEALS

them in halls or other public places, or in mail folders (unless sealed in an envelope) for retrieval. 5. Disability Accommodations Statement and Process: 1. The University of Dammam is committed to providing all students equal access to learning opportunities. 2. Students who have, or think they may have, a disability (e.g. psychiatric, attention-deficit, learning, vision, hearing, physical, or systemic), are invited to contact Students Health Services for a confidential discussion. 3. The Students Health Services liaison to the College of Dentistry will assist eligible students with referral and consultation for documentation of disability conditions, implementation of reasonable accommodations, and related information. All services are confidential. For more information, students are encouraged to contact the College of Dentistry Liaison, located at: University Center for Student Assistance and Counseling, Tel: +966-13-3330844

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Email: cac@ud.edu.sa

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Policy Statement

4. Plagiarism - the adoption or reproduction of ideas, words, or statements of another

The administration and faculty of the College of Dentistry, University of Dammam,

person as one’s own without proper acknowledgment.

believe that it is imperative to provide students with appropriate support whenever needed. Issues regarding academic performance, student conduct, complaints, and

B. Grade Irregularities and Appeals

appeals are managed for the benefit of the student.

I. Incomplete Grades Course work is considered “incomplete” when a student fails to submit all required

The office of the Vice Dean for Academic Affairs is responsible for managing the

assignments when they are due, or is absent from the final examination. An ‘IC’ grade

procedures relating to the following areas:

may be assigned instead of a failing grade only when:

1. Academic Appeals relating to decisions made by Board of Examiners.

1. The student has demonstrated satisfactory progress and attendance in the course;

2. Examination Misconduct & Disciplinary cases.

2. The student is unable to complete all course work due to unusual circumstances

3. Student Complaints.

that are beyond personal control (e.g. illness or family emergency)

4. Fitness to Practice. 5. Admissions Appeals.

The student must submit reasons supporting a grade of “IC” to the Course Director prior to the time that the final grades are due. The Course Director will make a

Responsibility

determination based on these reasons.

1. Vice Dean for Academic Affairs.

If the Course Director determines that the student should receive a grade of “IC”, the

2. Departmental Chairs.

student must complete the coursework by the end of the subsequent semester or the

3. Course Directors.

‘IC’ grade will be changed to an ‘F’ grade until remediated.

4. Students. 2. Make-Up Exams A: Violations of the academic standards on academic integrity:

A student who is unable to take an examination due to unavoidable circumstances

1. Cheating - intentionally using or attempting to use unauthorized materials,

(e.g., hospitalization, car accident, major illness) is expected to:

information, or study aids in any academic exercise.

1. Contact the Office of Academic Affairs prior to the time of the examination (except

2. Fabrication - intentional and unauthorized falsification or invention of any

during unexpected circumstances), to notify the College about his / her absence.

information or citation in an academic exercise. 3. Facilitating Academic Dishonesty - intentionally or knowingly helping or attempting to help another to violate any provision of this code. 134

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2. At the discretion of the course director, the student may make-up the examination at

The committee will then make a recommendation to the Vice Dean for Academic

an alternative pre-arranged time only when the unavoidable circumstances have been

Affairs, who will make a final decision on the disposition of the complaint.

substantiated by the Office of Academic Affairs in concert with the Course Director.

Disputes, requests and complaints MUST be submitted and resolved according to

3. Make-up exams are to be completed within 2 school days of the student’s return to

announced deadline each semester.

the

College.

4. Make-up exams should cover the same content area of the missed examination, but

Note: Please also refer to the “Policy and Guidelines for Student Code of Conduct”

should not be the same exam that was administered to other students.

and annexure therein “University of Dammam Student Disciplinary Bylaws”.

3. Failing Grades 1. Rectifying Failing Grades: The Course Director will provide input before the Committee on Student’s Circumstances to determine actions for remediation (whether the F can be remediated and/or what activities or assignments will be required to remediate) 2. All Failure and Incompletes grades must be rectified by the end of the subsequent semester. 4. Grading and Testing Disputes 1. Complaints regarding grades and testing must first be discussed with the Course Director. 2. If the dispute is not resolved, the student must then discuss the matter with the department chair. 3. If the matter remains unresolved at that level, the Vice Dean for Academic Affairs should be notified in writing. It will be shared with the appropriate committee, and a meeting will be established for further discussion. The student will have the opportunity to discuss the complaint directly with the committee.

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POLICY ON ACADEMIC ADVISING AND COUNSELING

Policy Statement In higher education institutions and professional colleges, the academic load and competition among students may result in stress and anxieties which can compromise their academic performance. There may be additional contributing factors of a personal nature which may exacerbate the academic problems. The Counseling Services at the College of Dentistry and the University of Dammam help students learn to develop greater confidence in their academic performance, make better decisions, improve personal skills, and define career directions. Students are encouraged to explore any personal, academic, or career concern with the counseling services. Student counseling services require consistent feedback from faculty, staff, students and administration to ensure the availability of excellent and timely services. The purpose of this policy is to: 1. Accurately determine the nature of the studentâ&#x20AC;&#x2122;s difficulties in order to properly advise the student who is not performing satisfactorily and also to appropriately advise the course director(s) and Vice Dean for Academic Affairs (VDAA) of these circumstances. 2. Counsel assigned students regarding specific learning problems and personal issues which may be affecting the educational process, and to maintain student confidentiality unless permission is expressly granted by the student.

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3. Conduct all aspects of advising and counseling in a manner that is inclusive of all

Responsibility

students, regardless of their affiliation, gender, age, disability, or learning style.

1. All staff members not performing administrative duties

4. Establish a mechanism for referral of students to the Vice Dean for Academic

2. All students from year 2 to year 6

Affairs (VDAA) or Student Assistance Unit at the University.

3. The policy is administered by the Vice Dean for Academic Affairs

5. Guide reporting violations of the code of ethics and conduct to the VDAA.

4. Advising staff reports directly to the Vice Dean for Academic Affairs, who will

6. Define a procedure for reporting any difficulties encountered by students in specific

refer students to advisors as appropriate.

course(s) to the VDAA and appropriate Course Director(s). 7. Assign and post regular office hours for advising, as approved by the department

Procedure:

chair.

1. The office of the VDAA provides the advisor with the list of students he/she will

8. Schedule monthly meetings with students and arrange for more meetings if

advise throughout the academic year.

necessary.

2. The advisor meets with students once per month unless more meetings are necessary.

9. Make available the minutes of meetings with students who were unable to attend

3. Students must be notified of the date, time and place of meeting.

(Form 1).

4. Advisors will forward a summary of those meetings to the VDAA, including

10. If confidentiality is requested by the student, the advisor may use Form 2 to report

recommendations for corrective action.

to the VDAA.

5. The Academic Affairs Committee (AAC) is responsible for monitoring the performance of students who fail to attend 2 meetings with their advisor.

This policy will increase the awareness of faculty and staff for studentsâ&#x20AC;&#x2122; academic

6. The Vice Dean for Academic Affairs reports any incidents of misconduct to the

difficulties, hardships, grievances, and enhance services available to correct these

appropriate advisor (see below).

difficulties, creating positive interactions between students, their advisors, and the

7. Course Director(s) will report any students who are experiencing academic

faculty.

difficulties to the appropriate advisor (see below).

The policy will enable students to directly interact with their teachers in a confidential

8. The advisor will respond appropriately to these students. If the difficulties remain

and collegial manner, so that they feel supported and their hardships are considered

unresolved, a report is forwarded to the VDAA for further action.

and appropriately resolved.

9. At the end of the semester, the advisor will forward a summary report of all activities and interactions with students to the VDAA.

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Form 1

There are 2 areas of focus regarding student advising: 1. Student academic performance. 2. Student conduct. I. Academic Performance: • If student is experiencing difficulties in a specific course, the Course Director will immediately inform the advisor. • The Course Director and advisor will coordinate arrangements for tutoring, extra sessions or assignments, etc. to assist the student in the successful completion of the course. • If the student’s performance and grades do not improve, the advisor will file a report to the VDAA to suggest corrective action. 2. Student Conduct: • If a student commits any misconduct (refer to Policy on Student Code of Conduct), the Office of Student Affairs will report it to the appropriate advisor.

Vice Deanship for Academic Affairs Student Advising and Counseling 2012/2013 Name of staff member

Department

Minutes of meeting of (Month)

Serial 1 2 3 4 5 6 7 Minutes

Assigned students

Attendance

Comments

• The VDAA will determine the subsequent appropriate actions (refer to the Policy on Ethics and Conduct): 1. A meeting in the presence of the advisor. 2. A meeting of the disciplinary committee. • A report of the appropriate meeting is forwarded to the student’s advisor with a copy maintained in student’s file. • For students placed on probation or compliance for a determined period, the advisor will continually monitor the student and provide monthly reports to the VDAA until the student is removed from probationary or disciplinary status.

Specific problems/suggestions Recommended corrective actions Signature

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Date

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POLICIES AND PROCEDURES FOR ADMISSION OF NEW DENTAL STUDENTS

Form 2

Vice Deanship for Academic Affairs Student Advising and Counseling 2012/2013 Confidential Form

Name of staff member

Department

RE:

Signature

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Date

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Definitions Policy Statement

1. Eligibility:

The College of Dentistry (COD) at the University of Dammam (UOD) is committed

Completion of minimum academic requirements for an applicant to be considered for

to excellence in dental education and the provision of high quality oral health care

the selection process.

to the community. The policy for admission of prospective students in the College

2. Selection Criteria:

of Dentistry ensures objective, transparent, and fair process for student selection.

The basis on which the eligible candidates are distinguished from each other in order

Consistent with the college’s mission, Admissions Committee at the college recruits

to be selected for the admission.

applicants only with the required academic qualifications and demonstrated personal

3. Manual Dexterity Test:

and professional attributes that will lead to their success in the dental college and

Test that assesses the candidate’s manual skills and hand-eye coordination.

eventually in their dental career; thereby providing high quality oral health care service to the community.

Responsibility

At the beginning of every academic year, the Admissions Committee reviews the

1. Deanship for Admission and Registration, University of Dammam.

previous year’s admissions process and if necessary, makes recommendations for

2. Dean, College of Dentistry.

changes in the selection criteria to the Deanship of Admission and Registration at

3. Vice Dean for Academic Affairs.

UOD. Since the number of qualified applicants significantly exceeds the number of

4. Admission Committee.

available positions, not every qualified applicant will be offered admission. Selection

5. Registrar.

for admission will be based on academic merit, a test of manual dexterity, and a personal interview. Applicants will be advised of decisions by the COD, and also

Eligibility Criteria

in writing by the UOD’s Admission & Registration Office or the Admission and

All students must complete the following minimum requirements for their application

Counseling Steering Committee.

to be considered for the selection process: • Earn a GPA of at least 3.5 in foundation year. •Score an average of at least 75% in the subjects of physics, chemistry, and biology in the foundation year at UOD. • Score at least 80% in English in the foundation year. • Successfully complete the Manual Dexterity Test. • Be medically fit and not have any disability that hinders dental education, training and practice. • Must provide evidence of a negative test for Hepatitis B.

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• If employed by any government or private agency, he/she must obtain the approval

Letters of Recommendation

of the employer.

The interviewing panel will review the recommendation letters provided by the

• Must satisfy any other conditions the University Council may deem necessary at the

candidate in addition to the experience certificates. These will comprise 5% of the

time of application.

total 40% weight for the interview. The applicant will provide 3 letters of reference, at

•Must submit a ‘statement of purpose’. This document must not exceed 2 pages.

least 2 of which should be from faculty members who have known the applicant as a student and are able to discuss the following attributes:

Selection Criteria

• Academic performance and initiative.

Completion of the minimum requirements for admission does not guarantee

• Leadership skills.

acceptance. The number of qualified applicants significantly exceeds the number of

• Capacity to work with others as a part of a team.

available positions. Not every qualified applicant will be offered admission.

• Interpersonal skills and personal characteristics.

Selection will be based on the following criteria, which will carry the following weight, with a maximum score of 100.

Letters of recommendation can also be taken from a dentist with whom the applicant

1. Academic record in foundation year: (60%).

has worked.

2. Personal Interview: (40 %). Procedure Personal Interview (40 %)

Following the receipt of foundation year grades, the last date for applying to COD

The interview will assess the applicant’s intellectual capacity, interpersonal and

will be announced.

communication skills, knowledge of the profession, and motivation for a career in

After receiving the applications from students seeking admission to the COD, the

dentistry.

admission committee in collaboration with the Deanship of Admission and Registration will announce the date of interviews and Manual Dexterity

A Committee consisting of not less than 3 members will interview potential candidates.

test. Both will be conducted on the same day.

The committee will utilize the opportunity provided by the interview process to evaluate the applicant in person and assess information that is not readily forthcoming from traditional application processes.

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I. Interview:

3. Knowledge of Dentistry:

• Each applicant will be interviewed for at least 10 minutes by a panel of at least 3

• Candidates should be able to document a minimum of 10 hours of clinical observation

members.

time.

• The interview will be conducted in both Arabic and English.

• The Vice Dean for Academic Affairs in collaborations with the Vice Dean for Clinical Affairs will formulate rules and regulations to organize high school students’ clinical

2. Test of Manual Dexterity:

attachments.

• It is conducted on the same day as the interview in the College of Dentistry

• Each applicant who completes the observation time satisfactorily will be awarded a

laboratories.

certificate that he/she can use in the admissions process to the College of Dentistry.

• The pattern to be carved will be approved by the Vice Dean for Academic Affairs. • Each applicant will be issued written instructions and a sample carved pattern.

Attachments:

• The sample will be distributed among applicants at the beginning of the session.

• Interview Assessment Form.

• Each applicant will be given one pattern, a set of carving instruments, and a ruler. • Time allotted for the carving is 2 hours. • The evaluation of the carving will be by a committee of three faculty members assigned by the Vice Dean for Academic Affairs. A pass or fail grade will be awarded based on: • Pattern reproduction: Completeness and accuracy. • Planes: Flatness and smoothness. • Angles: Sharpness and accuracy

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EXAMINATION & ASSESSMENT POLICIES

Interview Assessment Form

Applicant Name

.............................

Applicant Serial No.

.............................

Academic No.

.............................

Please verify the ID of the applicant.

Questions

Grade out of 10

1. why do you want to join the College of Dentistry? 2. If you are not accepted, what is your plan? 3. Do you have any community activities outside university? 4.1 What do you expect from the College of Dentistry? 4.2 Where do you see yourself in 10 years? 4.3 What was your favorite subject in preparatory year? 4.4 How would you change teaching of this course to improve its curriculum? Total

Evaluator Name

.............................

Evaluators Signature

.............................

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Policy Statement

Policies

The Examination and Assessment policies of the College of Dentistry will ensure that examinations are conducted ethically to provide valid assessment of academic

Ethics of Assessment

performance and the achievement of proficiency of learning outcomes without adding

1. The assessment of a student’s performance in a course shall be just and fair.

undue stresses on students. These policies outline the rights and responsibilities

2. All rules and arrangements related to examinations and assessments are transparently

of students in the assessment process so that this process can add to their learning

published and made available to students whose responsibility is to get nd clinical

experiences.

requirements).

These policies apply to assessment of students in the different courses offered by the

3. There should be more than one assessment for each course. This includes different

College of Dentistry, University of Dammam. They encompass all types of assessment

types and / or different times during the course.

including continuous assessment and finals, examinations (written, OSCE, OSPE and

4. Students shall be provided with a description of the means of assessment to be used

others) and other types of assessments (assignments, presentations, practical/ clinical

in each course including:

requirements, etc.). These policies govern the actions of teaching staff, administrators

• the number and types of assessment

and students in assessment activities.

• the date, time and location of assessment (dates of examinations, deadlines/ due dates for submission of assignments and clinical requirements)

Responsibility

• the weighting to be accorded each assessment

1. Deanship for Admission and Registration, University of Dammam.

5. Pre-defined criteria are announced to students to indicate the method of grading and

2. Dean, College of Dentistry.

marking for different types of assessment in each course.

3. Vice Dean for Academic Affairs.

6. Students who are faced with circumstances beyond their control such as illness or

4. Registrar.

family tragedy that prevents them from attending an assessment can be granted (after

5. Faculty.

following the indicated procedure) another opportunity for the same assessment or a

6. Students.

replacement of it. 7. Every student has a right to review and discuss an assessment with the Instructor/ Examiner provided the indicated procedure for this is followed. Students also have the right to appeal to the Chair of the Examination and Assessment Committee regarding a decision related to procedures of assessments and examinations but not an examiner judgment.

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8. Students are required to adhere strictly to ethical and responsible conduct through

Assessment Guidelines

all types of assessments. Academic misconduct including cheating, plagiarism and

1. Basic Courses

others are subject to penalty according to College and/ or University rules. Confidentiality of Assessment

Continuous Assessment Exam 1 20%

Exam 2 20%

Dept. Discretion 20%

Final Assessment

Total

Written 40%

100%

Final Assessment

Total

1. All examination related materials including questions sheets and answer sheets are confidential and shall be returned to the Course Director unless otherwise determined. 2. Assessment outcomes are confidential. No person involved in the process should divulge to any unauthorized person any information related to an individual students assessment or grades. Validity of Assessment 1. Assessment shall reflect the content of the course and its intended learning outcomes

2. Pre-Clinical Courses Continuous Assessment Exam 1 10%

Examination Committee for the validity of the questions, their difficulty and

Laboratory 30%

Dep.Discretion 10%

Written 30%

Laboratory 10%

100%

3. Clinical Courses Continuous Assessment

(ILOs). 2. Assessment activities and examinations are monitored by the Assessment and

Exam 2 10%

Exam 1 10%

Exam 2 10%

Clinical 30%

Dep.Discretion 10%

Final Assessment Written 30%

Clinical 10%

Total 100%

discrimination ability. 4. General Rules Assessment as Part of the Learning Experience

1. In order to pass the course, the student must achieve a cumulative minimum of

1. The learning process is guided by formative assessment where students can answer

60% in the didactic component (Continuous Assessment + Final Assessment)

ungraded questions to train for exams and monitor their academic performance.

as well as a cumulative minimum of 60% in the clinical / laboratory component

2. Feedback shall be provided about performance in assessments and examinations

(Continuous Assessment + Final Assessment).

through discussion of correct/ model answers and announcement of grades to complete

2. Students must score a minimum of 60% in laboratory / clinical requirements in

the learning cycle.

order to sit for Final Laboratory / Clinical and Written Examination. 3. Students will not receive grades for attendance.

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4. Students who are absent from 25% or more of the classes will not be allowed to sit for the Final Examination, and therefore will be required to repeat the course.

Authority in Charge

1.Assessment Scheduling and Notification

5. The percentage allocated for department discretion can be utilized in the form of: pop quizzes, written assignments, and presentations (not for attendance). Assessment procedures must be clearly identified in course specifications. Assessment and Examination Procedures Authority in Charge

Procedure

2. Consult the students members of the Examination • Vice Dean for Academand Assessment Committee as regards the schedule of ic Affairs assessment drafted. • Students representatives in Examination and 3. Provide feedback for exam schedule. Assessment Committee. • Department Chairs

4. Provide feedback for exam schedule.

• Examination and Assessment Committee

5. Consider and modify schedule and details according to students’ feedback.

• Vice Deanship for Academic Affairs

6. Publish final version of assessments schedule by the beginning of the academic year. 7. Publish grading and assessment criteria by the beginning of the academic year.

1.Assessment Scheduling and Notification

• Examination and Assessment Committee

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1. Prepare a preliminary draft of assessments schedule including all assessments both continuous assessment and finals with the following criteria: a. The maximum number of assessments (worth ≥10% of course grade) to be scheduled per day is 2. b. The same day and time of lecture or lab/ clinic session is used to the greatest extent possible for scheduling of continuous assessment and final exam/ assessment c. Duration of exam/ assessment matches the number of questions and number of marks d. Assessments (worth ≥10% of course grade) are scheduled in clusters (exam periods); exam 1 (week 5), exam 2 (week 11) and final exam (at the end of the semester after week 15). Assessments with less grades (<10% of course grade) can be scheduled in between these clusters. e. Include details of types, weights and locations of assessments with the schedule

2. Assessment Design • Course Director • Course team

• Course Director

1. Prepare a blue print showing how the course ILOs will be assessed (type of assessment, weight and time). Indicate the topics, lectures and lab/ clinic sessions that are included in every type of assessment before the beginning of the semester. 2. Review and approve the alignment of course ILOs and topics to assessment types, weight and time.

159

Authority in Charge

• Course Director. • Course team.

• Course Director. • Course team (indicated tasks only).

• Department Chairs.

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Procedure

Authority in Charge

Procedure

2. Assessment Design

3.Conducting of Assessment Activities

3. Develop grading criteria for practical/ clinical examinations, presentations and assignments. 4. Develop training questions for formative assessment and mechanism of providing feedback to students for them 5. Develop question pool with model answers for different types of questions in written examinations covering all course units. 6. Include different types of questions in written examinations (short notes, Complete, MCQs, True/ False, matching, extended matching) assessing different levels of knowledge and understanding with different degrees of difficulty. 7. Select from questions collected from course team following the course assessment blue print. The percent of marks allocated for close ended questions (MCQS, True/False, Matching and Extended Matching) should be at least 20% of all marks for written exams for the course. 8. Prepare at least two different versions of the MCQs exam by shuffling questions and answer options. 9. Add suitable instructions and identifiers to exam sheet following the University and College rules. 10. Have at least one other member of course team review the prepared exam to ensure clarity and avoid repetitions. 11. Submit to Department Chair examination and model answers.

• Vice Dean Office for Academic Affairs. • Examination and Assessment Committee. • Department Chairs (indicated tasks only)

1. Prepare examination/ assessment setting: a) Prepare a list of staff members responsible for Invigilation with equal and fair distribution of tasks with a ratio of one invigilator to ten students. Indicate a Chief Invigilator to supervise the invigilation of each examination. b) Notify invigilators in writing of the date, time and location of exam. Indicate in the same document the responsibilities of the invigilator and his/ her authorities. c) Prepare a plan of students’ seating and/ or flow during exam. Change this plan from one assessment activity to the next. d) Schedule exams in lecture room where class is held during lecture time. Schedule OSCEs/OSPEs in appropriate designated locations. Change of location is allowed provided adequate justification exists and adequate notice is provided to all concerned. e) Prepare a list of instructions indicating when students should arrive and where they should leave, how they should behave during their stay in the exam premises. f) Prepare in consultation with department chairs a list of external examiners to join course team in the practical/ preclinical or clinical assessment activities.

• Vice Dean for Academic Affairs

2. Publish the list of exam setting instructions to students by the beginning of the semester and all the time in the area of exams.

12. Submit to Vice Dean for Academic Affairs examination and model answers at least 4 business days before examination time as shown in schedule.

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POLICIES

AND PROCEDURES FOR NEW STUDENTS’ ORIENTATION

DENTAL

Policy Statement Orientation program serve as a foundation for college success. In many instances, orientation programs create a lasting impression for new students and their families. The College will provide an orientation program designed to welcome students to college life at the institution and to introduce them to the important aspects of the institution’s operations, other new students and academic and administrative staff. All students enrolled in the BDS program are required to participate in the College’s New Student Orientation Program prior to the commencement of academic year. Purpose The purpose of the New Students Orientation Policy is to establish an orientation program for the new students that describe the College/University’s policies & procedures, rules & regulations and expectations to enhance the student’s experience. Responsibility 1. All new students: responsible to know possibly everything about the institution and the program. 2. Vice Dean for Academic Affairs: responsible for effective execution of the orientation program at the College. 3. Registrar: responsible for coordinating activities for an effective delivery of orientation program.

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4. Departmental Heads: responsible for providing information about courses of their

Definition

department.

1. Orientation: is a series of academic and social activities that are conducted to assist

5. Dean of Student Affairs-UoD: will have the responsibility of introducing new

students to connect to their program and the Institution.

students to the university activities and student clubs.

2. ‘O’ Week: is the week immediately preceding Week One of the standard teaching

6. Dean of Admission and Registration Deanship-UoD: will have the responsibility of

semester. ‘O’ Week provides an opportunity for students to become familiar with the

defining services offered by the deanship.

College and facilities by participating in course introductory sessions and various

7. The designated faculty / staff: will have the responsibility of introducing new

skilling and information programs. It also enables students to collect course outlines

students to the campus life and its available services.

and address enrolment, timetabling and administrative matters prior to the start of the

8. Dean of Library Affairs-UoD: will have the responsibility of introducing new

first teaching week.

students to the library services.

3. A Re-enrolling student: is any student who is continuing in the same course of

9. Director of Information Technology Center-UoD: will have the responsibility of

study.

introducing new students to the Information Technology Services for students or the

4. Transition: is conducted at many levels across the College and students are

IT system used in the collage.

considered to be in transition upon entering the College/course, moving from semester

10. Director of Security-UoD: will have the responsibility of explaining the definition

to semester and upon graduation.

of statutory procedures, traffic and security needed by students.

5. A Course Outline: informs students of the essential requirements of a course being

11. Designated faculty: will deliver lecture on the factors contributing to achievement

studied.

and good adaptation to Undergraduate. 12. Designated faculty: will deliver lecture on effective teaching. 13.Director of Center for Student Counseling and Guidance-UoD: will have the responsibility of explaining the students’ need for counseling, counseling procedures and services rendered by the counseling center of the University. 14. Director of the Centre for English Language Programs-UoD: will deliver lecture on the importance of and program for common and professional English learning.

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Policy

By the end of this session, students should:

1. Prior to the commencement of a course, students will attend an Orientation Program

• Feel welcome and enthusiastic about starting their new subject.

designed to assist them with their transition to study in the college.

• Have met at least one other student studying the program.

2. The orientation program is conducted through a series of short seminars presented

• Know what they should do to be prepared for next week, particularly in terms of

by key staff of the Institutions. These seminars will cover course related matters, key

timetables and buying course materials and textbooks.

policies and procedures, IT services, administrative matters, student services, library

• Understand something about what is expected of them, and what they can expect

and learning services and a tour of campus facilities.

from the college.

3. Students will be provided with a comprehensive Student Orientation Package

• Have met key teaching staff in this program.

that includes all the required administrative and organizational information and

• Have an idea of how the program is taught and assessed.

documentation relating to the students enrollment.

• Know where to go for help and further information.

4. The orientation program also provides an opportunity for students to meet other students and the staff of the Institutions.

Procedure

5. Orientation is compulsory and students who do not attend will be required to make

Introducing students to college life requires presenting as full a view as possible of

contact with the College Registrar to make arrangements for an alternative orientation

all the College has to offer. Therefore, academics as well as extracurricular activities

session.

should be presented. During orientation, students should be made aware of importance of academics as well as opportunities to be socially integrated into the college culture,

Objective

both works together in forming the college experience.

The primary Objective of the University’s Orientation programs (including ‘O’ Week) is to orientate and introduce all students to the program, its purpose and requirements, facilities, academic, administrative and support staff and services to help students feel more comfortable coming to Week 1 classes.

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Following is the schedule of orientation program for new students: Day 1:

Day 2: 09:00 to 09:50 A.M.

A lecture on the factors contributing to achievement and good adaptation to Undergraduate

09:50 t0 10:00 A.M.

Comfort

10:00 to 10:50 A.M.

A lecture on effective teaching

10:50 to 11:00 A.M.

Break.

11:00 to 11:30 A.M.

Meeting with the Director, Center for Student Counseling and Guidance

8:30 to 9:15 A.M.

Meeting with the Dean of Student Affairs for the definition of activities and student clubs.

9:15 t0 9:45 A.M.

Meeting with the Dean of Admission and Registration Deanship for the definition of offered services.

9:45 to 10:15 A.M.

A meaningful scene representative for Campus Life. How? Who?

10:15 to 10:30 A.M.

Break.

10:30 to 11:00 A.M.

Meeting with the Dean of Library Affairs to introduce library services.

11:30 to 12:00 P.M.

Meeting with the Director of the Centre for English Language Programs Learn English

11:00 to 11:20 A.M.

Meeting with the Director of Information Technology Center to introduce the Information Technology

12:00 to 12:30 P.M.

Prayer

11:20 to 12:00 P.M.

Meeting with Director of Security for the definition of statutory procedures and traffic and security needed by the student.

12:30 to 02:30 P.M.

Complete the registration card and extract of the Deanship of Undergraduate Admission and Registration

12:00 to 12:30 P.M.

Prayer.

12:30 to 2:30 P.M.

Open meeting with students clubs for a detailed view of the different activities and methods of registration with the luncheon, which will be held in the pool and the gym to celebrate Prospective students.

Day 3: 09:00 to 12:00 P.M.

Meeting with deans of colleges to define prospective work, followed by a college tour.

12:00 t0 12:30 P.M.

Prayer

12:30 to 02:30 P.M.

Complete the registration card and extract of the Deanship of Undergraduate Admission and Registration

Orientation of Parents: Parents can aid in the studentâ&#x20AC;&#x2122;s transition into college life, the College needs to inform parents as well as students about the structure of the University and the College and where to find additional information.

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POLICY AND PROCEDURE FOR ACT OF PLAGIARSM BY STUDENTS

Policy Statement This policy describes academic integrity and the procedures for handling academic dishonesty and plagiarism at the College of Dentistry University of Dammam. This policy should also be seen in context with following policies: 1. Policy for Monitoring Students Performance and Progress. 2. Policy for Students Grievances and Grade Appeals. 3. Policy and Guidelines for Student Code of Conduct. Each student is obliged to be aware of the policy against plagiarism and lack of awareness of the policy does not excuse a violation of it. No student shall be permitted to graduate while charges of plagiarism are pending against that student. Definitions 1. Academic Integrity: It is the commitment to certain core values such as truth, honesty, fairness, respect, and responsibility. 2. Academic dishonesty: It is the failure to maintain academic integrity. Academic dishonesty includes but is not limited to: • Plagiarism – Plagiarism is the “wrongful appropriation” and “stealing and publication” of another author’s “language, thoughts, ideas, or expressions” and the representation of them as one’s own original work. The idea remains problematic with unclear definitions and unclear rules. Plagiarism is considered academic dishonesty and a breach of journalistic ethics. It is subject to sanctions like penalties, suspension, and even expulsion. Plagiarism is not a crime per se but in academia and industry, it is a serious ethical offense and cases of plagiarism can constitute copyright infringement. http://en.wikipedia.org/wiki/Plagiarism

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• Cheating – the use or attempt to use unauthorized materials, information, or study

2. Use of another’s organizational scheme without acknowledgement of that use in a

aids in any academic exercise.

footnote or endnote.

• Fabrication - the falsification or invention of any information or citation in an

3. Either close paraphrasing of the work of another without attribution or submission

academic exercise.

of a work which is largely a paraphrasing of another’s work without attribution.

• Offering bribery for grades, transcripts, or diplomas; • Obtaining or giving aid on an examination.

B. Options for Faculty Member Who Believes Plagiarism Has Been Committed

• Submitting same assignment previously submitted in another course without the

Upon discovering what is believed to be plagiarism on written work submitted by a

consent of the instructor.

student in a course, a faculty member may:

• Sitting for an examination by surrogate or acting as a surrogate.

1. Assign a grade to the written work based on the faculty member’s determination

3. “Faculty Member” means any individual assigned to teach a course offered by

of plagiarism. This determination and the explanation thereof shall be expressed in

University of Dammam College of Dentistry.

writing and transmitted to the student with a copy to the dean; or.

4. “Student” means any person enrolled in a course offered by University of Dammam

2. Refer the matter to the Disciplinary Committee or an Ad hoc committee formed by

College of Dentistry.

the dean with defined responsibilities. The committee will deal the situation according to the given mandate. A student found guilty of plagiarism by the committee may

Responsibility

appeal to the Dean for review of the penalty assessed.

1. Vice Dean for Academic Affairs. 2. Faculty.

C. Institutional Response to a Faculty Member’s Finding of Plagiarism.

3. Students. Policy A. Plagiarism Plagiarism is unacceptable and will not be tolerated at University of Dammam College of Dentistry. Plagiarism is the submission of another’s work as one’s own. It includes: 1. Use of another’s exact words without use of quotation marks and acknowledgement of that use in a footnote or endnote.

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Sanctions For Student Plagirism In the academic world, plagiarism by students is usually considered a very serious offense that can result in punishments such as a failing grade on the particular assignment, the entire course, or even being expelled from the institution. Generally, the punishment increases as a person enters higher institutions of learning. For cases of repeated plagiarism, or for cases in which a student commits severe plagiarism (e.g., submitting a copied piece of writing as original work), suspension or expulsion is likely. A plagiarism tariff has been devised for UK higher education institutions in an attempt to encourage some standardization of this academic problem. http://en.wikipedia.org/wiki/Plagiarism 1. Upon receiving notification from a faculty member of his or her determination of plagiarism, and determining that plagiarism has been committed, the Dean, shall appoint a committee of five faculty members to conduct a hearing to determine whether plagiarism has been committed by the student. A faculty member who does not feel capable of rendering a fair decision in a particular case shall refuse to serve on the faculty committee. 2. At the hearing, the faculty member will introduce evidence relevant to the question of whether plagiarism has been committed. The student is entitled to be represented by counsel of his or her choice, to introduce relevant evidence and to confront and cross-examine any witnesses against him or her. 3. To support a finding of plagiarism at least four members of the committee must identify plagiarism beyond a reasonable doubt. A finding of plagiarism by the committee in accord with the procedures established by this policy shall be final and binding on the dean and the student.

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4. The committee shall file with the dean a written report on its proceedings and its findings. If plagiarism has been found by the committee, the report shall include a recommended sanction. The presumptive sanction shall be a one- semester suspension, but the committee may recommend a different sanction, either more or less severe. Such sanctions include, but are not limited to, expulsion, suspension for a longer period, probation or remedial activity. 5. The final determination of the appropriate sanction for plagiarism shall be made by the dean. It may be more or less severe than any sanction recommended by the committee. This determination shall be expressed in writing and provided to the student within 14 days of the filing of the committee’s report with the dean. The committee members and the complaining professor shall receive copies of the dean’s determination of sanction. The dean’s determination of sanction may be appealed to the provost of the University. 6. In response to appropriate inquiries, the College shall make available to appropriate bar officials the written committee report and the dean’s final determination of sanction. D. Decision in Favor of The Student In situations where: 1. The Dean finds insufficient probable cause to impanel a faculty committee; or 2. A faculty committee appointed under this policy fails to find plagiarism has been committed; or. 3. The assigned committee fails to find plagiarism has been committed; the Dean shall assign to another faculty member the task of entering a course grade for the originally accused student.

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POLICY AND PROCEDURE FOR ELECTION AND WORKING OF STUDENT CLASS LEADERS Policy Statement College of Dentistry â&#x20AC;&#x201C; University of Dammam is a student centered institution for dental education. The BDS curriculum and all policies and procedures are focused on students to meet their educational needs and campus life. Administration believes in grooming students as successful professionals and future leaders. Selecting students as Class Leaders is first step in this direction, involving and giving them opportunity to work closely with college administration help them develop leadership skills. Deanâ&#x20AC;&#x2122;s Student Advisory Committee is one of the important institutional committees where students interact directly with the Dean on varying agenda and issues. Responsibility 1. Vice Dean for Academic Affairs. 2. Vice Dean for Female Students Affairs. 3. Students. Policy Students will be provided opportunity to choose their class leader and co-leader through polling to represent their class at administrative forums, contribute in academic planning and examination schedules. They will be involved in different institutional committees as members and given opportunity to share their perspective in college and program development and administration.

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Procedure

5. Discipline Yourself: You must adhere to the rules and regulations of the College

1. Student Leader and Co-Leader will be elected by free voting.

of Dentistry-University of Dammam. Dress neatly, complete all assignments, come

2. Students willing to represent the students as class leader will submit their names

early, and donâ&#x20AC;&#x2122;t copy in tests.

to the Vice Deans for Academic and Female Students Affairs.

6. Communicate: Clearly, unambiguously and accurately, communicate ideas and

3. Voting for election of Class Leader and Co-Leader will be held in designated class

feelings through written and verbal statements.

room during first week of academic year.

7. Build and Maintain Trust: Credibility and authenticity and a collegial working

4. Each class will be scheduled to elect leader and co-leader.

relationship that contributes to consensus.

5. Student with maximum votes will be elected as Student Leader and runner up as

8. Show Enthusiasm: Emit a positive attitude.

Co-Leader of the class.

9. Manage Conflict: have the skills required for managing controversies

6. Class Leader and Co-Leader will have one year term for the office and sign

constructively, including the ability to (a) explore all differences (b) look for ways

a contract with college administration to efficiently discharge their duties and

to integrate ideas (c) search for a solution that accommodates the needs of all group

responsibilities.

members. Try to bring in a win-win solution in any conflict.

Skills to be A good Class Leader

Role and Responsibilities

1. Know Your Class well: Your classmates, their personalities, talents in various

The primary duties of the Class Leader and Co-Leader usually include liaising

areas etc.

closely between administration and students to ensure studentsâ&#x20AC;&#x2122; issues are being

2. Know Your College well: You must know every nook and corner of your

addressed, informing college administration of ideas emanating from the class

institution, your class timetable, the teachers and the administrative staff

and working with students to resolve problems. The class leader also has the

3. Volunteer to take Leadership: Once you know your classmates well it will help

responsibility of leading class meetings and organizing student activities and events.

you make decisions better. Be the first to stand up, be there, Initiate, Lead.

1. Provide leadership and direction to the class and set the tone for the work that

4. Build a Good Rapport With Your Classmates: The relationship between you and

they do.

your peers must not be strained or else, once the link is lost you are no longer a good

2. Understand and communicate Collegeâ&#x20AC;&#x2122;s mission, services, policies and program

leader.

and uphold a personal commitment to its goals and objectives. 3. Abide by policies and procedures including but not limited to student code of conduct.

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4. Deal with student problems, personal and academic. 5. Liaise with the course instructor and department. 6. Coordinate for assignments, exams and answering student questions. 7. Attend meetings with students and administrators as deemed necessary by the organization. Review agenda and supporting materials prior to Class and Committee meetings. 8. Chair class meetings and ensures meetings function effectively and information delivered is accurate and up to date and call special meetings when necessary. 9. Maintain constant communication with the students making them aware that their student government is available to them, hearing any suggestions and concerns they may have, and informing them of any events, programs or services. 10. Contribute in program planning and evaluation . 11. Volunteer for and willingly accept assignments and complete them thoroughly and on time. 12. Promote and conduct Professionalism. 13. Prepare and submit a performance report for his / her tenure to the Vice Deans for Academic / Female Students Affairs. The report will include: • Major issues and problems faced by students and their resolution. • Overall impression for the courses taught in the class. • His / her experience as Class Leader and Co-Leader. • Suggestions / Recommendations.

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POLICY AND PROCEDURE FOR COURSE REMEDIATION Student Leader Name of Nominee Year Level Note: We will conduct selection of new class leader and co- leader every academic year

SN 1 2 3 4 5 6 7 8 9

Nomination Criteria Participation in co-curricular activities (Sports /Literary / Debates/ )Others Compliance with rules and procedures of school Effective class participation Ability to express ideas/ communication skills Academic Achievements/ Performance Creativity/taking initiative, ability to think of new ways to do things English proficiency Ability to exercise positive influence on peers Respect for Higher Authority at all times

‫معايير الترشيح‬ ‫المشاركة في األنشطة المصاحبة للمناهج الدراسية‬ )‫ أخرى‬/‫المناظرات‬/‫ األدب‬/‫(الرياضة‬ ‫االمتثال للقواعد وأنظمة الكلية‬ ‫المشاركة الفعالة فى الفصول الدراسية‬ ‫القدرة على التعبير عن األفكار ومهارات االتصال‬ ‫األداء واإلنجازات األكاديمية‬ ‫ والقدرة على التفكير بطرق‬،‫ أخذ المبادرة‬/ ‫اإلبداع‬ ‫جديدة للقيام باألمور‬ ‫إتقان اللغة اإلنجليزية‬ ‫القدرة على التأثير على أقرانه تأثيرا ايجابيا‬ ‫احترام االدارة العليا على الدوام وفي جميع األوقات‬

Please give your overall assessment explaining why you are nominating this student to be the leader of your class. ................................................................................................................................................................... ................................................................................................................................................................... ................................................. ................................................................................................................................................................... ................................................................................................................................................................... ................................................. Please feel free to nominate yourself if you believe that you have the skill to lead and submit your nomination before the end of the orientation day to the Female Students’ Affairs Office Ext. 206.

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POLICY STATEMENT:

C. In courses/assessments without lab / clinical expectations:

Remediation is defined as the act of correcting or counteracting; to put right or

Assignments, presentations, etc., can be repeated to improve the continuous

reform. It includes all activities aiming at providing support to students with

assessment grades. In this case, the course director can require student to submit

suboptimal academic performance or at modifying grades in response to problems in

one extra assignment or repeat the one where performance was poor (scoring

assessment. This policy should also be seen in context with the following policies.

<60% of this assessment mark). The mark recorded in the end is the average of

4) Policy for Monitoring Students Performance and Progress

attempted assignments.

5) Policy for Students Grievances and Grade Appeals

D. In case of incompletion of course requirements (clinical, lab, assignments etc.) by specified time at the end of the semester, the following applies

RESPONSIBILITY:

1. The student is awarded incomplete (IC) grade.

1. Vice Dean for Academic Affairs

2. The student sits for the final written exam (with his/ her class) and the

2. Course Director / Instructor/s

studentâ&#x20AC;&#x2122;s actual mark for written is recorded.

3. Students

3. The final practical / clinical exam or other assessment is rescheduled during the first two weeks of the following semester. The grade the student gets in this

PROCEDURE:

assessment is reduced by a percent specified in the course specifications and

The remediation activities can be done following some or all of the continuous

announced from the beginning of the semester (in course specifications). This

assessment tasks or at the end of the semester when it is time to award course grade.

does not exceed 25% of all marks of the activities postponed for IC.

These include:

4. If the student gets an F in the overall course grade after (#2 and 3), he / she

A. Modifying written testsâ&#x20AC;&#x2122; grades based on the results of item analysis:

repeats the course whenever it is opened.

Items or questions which are identified in the item analysis report as being very difficult (correctly answered by <20% of students) or questions with negative discrimination index, the course director may eliminate them from the question pool in this exam and the grade denominator modified accordingly. B. Adding a maximum of 2 percent grades so that students with percent grades approaching the borderline to the higher letter grade can achieve that letter grade. Examples are percent grades = 63%, 78%, etc. These can be changed into 65%, 80%, etc. The course director modifies the grades based on that before submitting the results to be approved by department heads and / or the departments.

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MAIN STORE

PART III Policies and Procedure for Vice Deanship for Clinical Affairs

1. Policy for Material Issue 2. Policy for Purchase Orders 3. Policy for Purchase Records 4. Policy for Receiving And Inspection 5. Policy for Deliveries from Main Dental Store to Clinics and Laboratories 6. Policy for Expired Items

MEDICAL RECORDS

1. Policy for Circulation / Check-Out of Medical Record Files 2. Policy for Confidentiality of Medical Records 3. Policy for Data Retrieval and Medical Records Review 4. Policy for Documentation Standards for Patient Medical Records 5. Policy for Filing of Investigation Reports/Other Documents in Medical Records 6. Policy for Missing or Lost Medical Records 7. Policy for Medical Record Completion 8. Policy for Medical Records Retention 9. Policy for Release of Information

RADIOLOGY

1. Rules and Regulations for Radiation Protection 2. Policy for Chemicals Disposal in Radiology Section

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POLICY FOR MATERIAL ISSUE

I MAIN STORE

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POLICY STATEMENT The Warehouse / Main Store maintain documented procedures for issue and

Material Stock Requisition (MSR): a. Supplies against a MSR shall be issued from the Warehouse.

replenishment of supplies to the supply centers at dental clinics and laboratories for routine functions. When an item is being issued in the event of an emergency and the authorized staff has not signed the requisitioning document due to non-availability, the Warehouse will deliver the requested supplies and obtain acknowledgement on a Material Stock Requisition (MSR). The signed requisitioning document must be completed within one business day. RESPONSIBILITY: 1. Manager Warehouse / Main Store 2. In charge Dental Clinics Dispensary 3. In charge Dental Laboratories MATERIAL ISSUE: The Warehouse is responsible for the prompt issue of supplies from inventory. The services must be to the degree that enables supply centers and other end- users / departments to provide a level of service that will maximize the institutionâ&#x20AC;&#x2122;s ability to deliver a high standard and quality training to the dental students and care to the patients.

b. The MSR received must be duly authorized / approved. MSR for dental clinics and laboratories shall route through the Medical Director, Director of Laboratories and the Director Administration & Finance depending upon the source of requisition. c. Items requiring special storage condition may be requested for issue from the Warehouse. Processing of MSR:

Requisitioned department prepares MSR on system and gets approval from

the Departmental Head.

Warehouse staff will log the requested items into the system and then sends

for the items to be delivered.

The MSR is then sent to the office of the Director of Administration &

Finance for approval. Posting is done in the system by the warehouse staff.

Once the requested items have been delivered and receiver's acknowledgment

has been obtained, the MSR status is "Closed".

If some of the items are not issued, they should be cancelled into the system

and posting of the issued items done into the system.

After Posting the MSR is sent for authorized signature before filing.

1. Material Stock Requisition (MSR) 2. Transfer Note (TN) 3. Receiving Document

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Transfer Note:

POLICY FOR PURCHASE ORDERS

Par Level Auto Replenishment Note:

Par levels have been pre-determined by those in charge of the Warehouse

in consultation with the in charge dental clinics and laboratories. The Par Level defines the item to be carried and frequency of replenishment.

The Auto Replenishment Note is sent automatically to the staff in charge

of the Warehouse. These staff then processes the note for replenishment of dental clinics and laboratories. Ad hoc Transfer Note: The Ad hoc Transfer Note is used when items are transferred from one location to another on an ad hoc basis. The Note must be signed by the authorized person from both the requesting and lending departments along with the Director of Administration & Finance prior to the transfer being made. Receiving Document: Non-stock items are purchased by completing a Purchase Requisitions form. When such items are delivered to the Warehouse, they are issued to the concerned department against Goods Receiving Note and appropriate posting is done in the system.

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POLICY STATEMENT

1.13 Unit Price

A purchase order will be issued for all purchases made for the institution. The

1.14 Total Price

Purchasing staff will follow the guidelines defined under this policy while preparing

1.15 Gross Amount

or canceling any purchase order. The Purchase orders will be issued preferably in

1.16 Discount (if any)

favor of approved suppliers but if required, it can also be issued to non-approved

1.17 Other Charges (if any)

suppliers through centralized purchasing department at the University of Dammam.

1.18 Freight charges

1.19 Net Payable

RESPONSIBILITY:

1.20 Mode of Payment

1. Dean

1.21 Terms and Conditions

Vie Dean for Clinical Affairs

1.22 Authorization

Director Finance and Administration

2. Purchase Order will not be issued in absence of a duly authorized purchase requisition.

PROCEDURE:

1. The purchase order should clearly mention the following details:

system.

1.1 Purchase Order Number

4. Any Purchase Order that is expired or void should be cancelled in the system

1.2 Purchase Order Date

5. Any agreed deviation to the stipulated conditions must be mutually accepted and

1.3 Delivery Date

a revised Purchase Order issued.

1.4 Name of the Vendor

6. Payment against a Purchase Order can only be made through and by the Central

1.5 Vendor Number

Budgeting and Finance Department University of Dammam.

1.6 Vendor Status (if applicable)

7. A purchase order will not be authorized in the absence of a stated or agreed upon

1.7 Name of the Buyer

price.

1.8 Line Number

1.9 Item Number

done on a continuous basis with the supplier / vendor company.

1.10 Item Description

9. Each Purchase Order is created in a set of two copies. One copy is sent to the

1.11 Unit of Purchase

vendor whereas the other copy is retained for record purposes. In cases where purchase

1.12 Quantity Ordered

order is sent to the vendor via email, only one copy is created which is retained by the

Purchase Order numbers are automatically and serially assigned by the computer

Follow up of Purchase orders which are due for delivery but not delivered will be

buyer.

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POLICY FOR PURCHASE RECORDS

POLICY STATEMENT The office of the Director for Administration and Finance ensures that procedures are established and maintained to control all documents and data relating to Purchase Orders according to the requirements of the Central Budgeting and Planning Department and that such documents and data are approved prior to use. The purpose of this policy is to ensure that data relating to the purchase orders are stored in an appropriate manner and the confidential documents and data are controlled for the use of authorized personnel only. RESPONSIBILITY: Director Administration and Finance, COD PROCEDURE:

The processing of all purchasing documentation is done through the

computer-based Materials and Management System and, therefore all records such as product history, supplier dictionary, and purchase requisitions, purchase orders etc. shall be maintained in the system and updated automatically. It is however, the responsibility of the requestor to ensure that all inputs relating to his/her product category are accurate and recent.

Records regarding approved suppliers will be maintained.

The Warehouse Manager will ensure that only the latest documents are

available at the required locations. However, where necessary, obsolete documents may be retained for legal reasons or for knowledge preservation.

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4. International purchase orders will be filed separately. These files must contain

POLICY FOR RECEIVING AND INSPECTION

the following documents:

Authorized purchase requisitions (in case of capital items only)

Quotation(s) / Performa invoice (not required in case of repeat purchases)

Authorized purchase order

Copy of Airway Bill / Bill of Lading

Technical literature of the product purchased (in case of equipment only)

Relevant technical department approval (in case of equipment only)

File-note (where necessary)

Release of payment (where required)

5. Domestic purchase order will be filed in the respective departmentâ&#x20AC;&#x2122;s files along with the following documents:

Authorized purchase requisitions (in case of capital items only)

Quotation(s) / Performa Invoice (not required in case of repeat purchases)

Authorized purchase order

Technical literature of the product purchased (in case of equipment only)

Relevant technical department approval (in case of equipment only

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POLICY STATEMENT

The warehouse will establish and maintain documented procedures for inspection and

not conform to the instructions mentioned in the PO then Requisitioning Department /

testing activities in order to verify that the specified requirements for the equipment and

End-user approval must be obtained.

supplies are met. In the event of an emergency, it is the responsibility of the department

The packing has been done according to the instruction mentioned in PO.

receiving items directly from the supplier to ensure all aspects of receiving and inspection

Physical condition of the material, i.e. the condition in which it was

are fulfilled. As in the case above, the Head of the Department verifies by signing an

received (open, damaged etc.) will be noted in the inspection report.

authorization for the Warehouse to process the Receiving Document.

If an item has limited shelf life and its active life (un-expired period) does

Wherever possible quality of supplies shall be checked by the Warehouse

personnel otherwise it will be the responsibility of the requisitioning department to RESPONSIBILITY:

Vice Dean for Clinical Affairs

Departmental Heads

evaluate the quality and provide feedback to the Warehouse. 1.2 Items requiring technical inspection.

Upon receipt of consignment, a Technical Inspection Report (TIR) Form

3. Faculty

will be prepared and forwarded to the concerned Division/Department for inspection/

verification of the product.

Warehouse / main store staff

Non-stock items that have passed technical inspection will be delivered

PROCEDURE:

to the requisitioning department and stock items shall be placed at their predetermined

location.

RECEIVING AND INSPECTION:

Purpose of this procedure is to ensure that incoming supplies are not used or processed until

1.3

Items for which a Discrepancy Report (DR) has been created shall be sent

they have been inspected or otherwise verified as conforming to specified requirement.

to the Director of Administration and Finance for onward transmission to the Purchasing

Department along with the copy of the Technical Inspection Report.

1.1

Suppliers will deliver supplies at the Warehouse or at a location specified by

the ware house administration. The delivered material will either be kept in the holding

1.4 Return Material Authorization (RMA)

area and sticker â&#x20AC;&#x153;Received, Not Inspectedâ&#x20AC;? will be pasted on it. They are randomly

A RMA will be prepared by the end-user for returns that are in good condition with a

inspected upon opening and the following is checked.

written justification. The used or repaired items will be kept as Recondition Inventory.

The material received corresponds to the details recorded on the consignment documents.

The identity, specification and quantity received agree with that on the

Purchase Order (PO). Where a formal PO has not been raised (such as for cash purchases and for items required urgently) the person receiving the goods uses his best judgment to check that the goods received conform to the requirement specified in verbal order.

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2. PROCESSING OF RECEIVING DOCUMENT:

POLICY FOR DELIVERIES FROM MAIN DENTAL STORE TO CLINICS AND LABORATORIES

When the item is received at the Warehouse the receiver will check the items against

PO and forward the delivery note to the office of Director Administration and Finance for preparation of Receiving Document by the assigned staff.

â&#x20AC;˘

The staff of the Warehouse will check delivery note against PO and process

the receiving document.

â&#x20AC;˘

If there is any discrepancy then the same is noted and for the remaining

items receiving document is prepared. Receiving document pertaining to the non-stock items will be sent to the requisitioning department for acknowledgement.

The receiving document is then sent to the head of the appropriate department /

Director Administration and Finance for approval. In case of capital items Asset Tag # is issued depending upon the nature of item. The separate record is maintained for the same

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POLICY STATEMENT

POLICY FOR EXPIRED ITEMS

Dispensaries in the dental clinics and supply centers in the dental laboratories will provide service to the faculty and students for issuing consumable items and or instruments to them. PROCEDURE:

Ware House will provide required items to dispensaries in the dental clinics

and supply center for dental laboratories on demand.

Ware House staff will verify and log complete information about the issued

items on the system and will do the posting.

Dispensaries and supply center staff will issue activity # against items

required.

Ware House staff will get acknowledgement and enter all the information in

system and will do the postings.

Items issued from dispensaries and supply center will be replenished by the

ware house through auto replenishment and transfer note.

Physical stock of dispensaries and supply centers will be done at least once

in a year; any discrepancy greater than 5% of the original stock figure shall be investigated and reconciled.

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POLICY STATEMENT Warehouse shall establish and maintain documented procedures for expired items. The Warehouse will inform the users of near expiry dates. The supply centers and other inventory locations will first consume near expiry items. RESPONSIBILITY:

Manager Ware house

In charge, Dental Clinics dispensary

In charge, Dental Laboratories

PROCEDURE: The Warehouse will carry out the following procedure:

•

At the time of receiving an item(s), the shelf-life is entered into the system.

•

Once an item is transferred or issued from the Warehouse to another

II MEDICAL RECORDS

location, the expiry dates are also transferred.

•

Same process is adopted by other storage locations while receiving,

transferring and issuing supplies as described above.

•

The Warehouse regularly follows up nearest expiry with end-user through

e-mails.

•

Moreover the Warehouse also generates reports from the system on quarterly

basis stating the nearest expiry items and sends the same to the respective department for necessary action.

•

The department upon receiving the list, issue the items for their use or the

items are disposed off upon expiry.

•

Warehouse staff will review expiry information available in the system and

transfer expired items to a separate location WH-II in the computerized system for better control

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POLICY FOR CIRCULATION/CHECK-OUT OF MEDICAL RECORD FILES

POLICY STATEMENT: Patients Medical Records are available for the purposes of patient care, education and research at approved locations. This applies to all Medical Records and approved locations at the Dental Clinics and the College of Dentistry, University of Dammam. RESPONSIBILITY: Staff at the Medical Records Section (MRS) PROCEDURE:

Medical Records can be checked out to the dental clinics for only one day

and up to one week for educational or approved research activities. These times can be extended upon written request and approval from the Medical Director.

Medical Records cannot be removed from the clinics / College of Dentistry

or other approved locations, except pursuant to the orders by the College Dean.

Reviewers can review the Medical Records in the designated areas of the

dental clinics / College.

Reviewers are expected to return the Medical Records immediately if needed

for patient care.

The location of Medical Records will be traceable by the Section of Medical

Records. If Medical Record file is given to an attending dentist or moved to another location, a check-out slip will be completed and provided to Medical Records Section (MRS) in order to ensure traceability of the record.

Users are expected to return the Medical Records as soon as possible to the

Section after usage.

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If the checked out Medical Record is misplaced, Medical Records personnel

will make all efforts to trace it but it is the responsibility of the person who last checked

POLICY FOR CONFIDENTIALITY OF MEDICAL RECORDS

out the record to be diligent in safe guarding the record. In the case of total loss of the Medical Record, a duplicate/temporary record will be created with available documents.

If the patientâ&#x20AC;&#x2122;s Medical Record is required for any legal purpose, a form

is filled by the Medical Director requesting Medical Record Section (MRS) to place Medical Record in a Safe Custody (SC). MRS checks out the patientâ&#x20AC;&#x2122;s Medical Record to SC location. To ensure continuing patient care, the said Medical Records are photocopied and used in circulation

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Policy Statement:

3.2 Medical information required by a dentist other than the attending dentist, would

This policy ensures the confidentiality of patient medical information in the dental

require consent from the attending dentist of the patient.

clinics and other locations of the college and safeguards unauthorized use and / or

3.3 In case of emergency, medical record personnel are authorized to retrieve the

release of patient information.

record from doctorâ&#x20AC;&#x2122;s office and interns lounge in the presence of security. 4. Under the following conditions, medical information may be used and / or released

Responsibility:

without the patients authorization:

1. Dean.

4.1 Information may be used by professional staff presently providing care at the

2. Vice Dean for Clinical Affairs.

College of Dentistry.

3. Medical Director.

4.2 Information may be released to a physician and / or facility that referred the patient

4. Faculty.

to the dental clinic for purposes of follow up care.

5. Students.

4.3 Information may be released to a physician and / or a facility that has accepted

6. Staff at the Section of Medical Records.

referral from the college of dentistry, for purposes of follow up care. 4.4 In an emergency, employing suitable precautions when verifying the emergency,

Policy:

the Section of Medical Records may release information, which would be of immediate

1. Ownership:

benefit to the patient during provision of care.

Medical Records are the property of the College of Dentistry. The original medical

5. To assist with education of professional personnel:

record of a patient may be removed from the college premises only with the

5.1 Information may be used by the students, faculty or other relevant staff of the

authorization of the College Dean.

College of Dentistry for educational activities.

2. Patientâ&#x20AC;&#x2122;s Rights:

5.2 During the use of dental / medical information for educational purposes, no patient

The confidential information contained in the medical record is under the exclusive

is to be identified by name without his / her consent and agreement.

control of the patient or guardian. Only the patient or guardian can authorize its release. 3. Safeguarding Information against Unauthorized Release: 3.1 All medical information is confidential, regardless of location in which it is maintained. To safeguard against unauthorized use and / or release of patient information, staff will not relate information by telephone, except in the course of direct patient care.

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6. For Administrative purposes:

POLICY FOR DATA RETRIEVAL AND MEDICAL RECORDS REVIEW

Information should be made available, within the confines of the location where the information is maintained, to members of administrative and / or professional staff for audit purposes. Audit reports shall be held in confidence, and no patient shall be identified by name.

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POLICY STATEMENT: This policy is aimed at ensuring the availability of Medical Records and patient clinical data for review by authorized personnel, i.e. Faculty, Students or designated Staff. This

POLICY FOR DOCUMENTATION STANDARD FOR PATIENT MEDICAL RECORDS

applies to all personnel, who have the privilege to review clinical data and Medical Records. RESPONSIBILITY: Staff at the Medical Records Section PROCEDURE:

All requests for clinical data and medical records review should be

submitted to the in-charge, Medical Records Section with appropriate approvals from the concerned Head of Department / Vice Dean Clinical Affairs / Medical Director.

Medical Records staff will review the request for appropriateness and

enter the completed request in the logbook.

Requestor must follow all instructions outlined on the form.

Medical Records staff will issue the requester an authorization slip for

review of Medical Records with the data / M.R. #s.

Medical Records Section will issue the medical records to the reviewer.

Reviewer will review the medical record in his / her department / Library

of the College. A Medical Record can only be photocopied for an approved educational activity. When doing so, patient confidentiality must be maintained at all times. Ensure that all patient identification has been concealed.

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POLICY STATEMENT:

4. Symbols and abbreviations:

Medical Record documentation should be developed and maintained for each patient

To avoid misinterpretation, only standard / approved symbols and abbreviations must

who receives assessment and /or treatment in any component of the Dental Clinics. The

be used in the medical records. Each abbreviation or symbol used must have only one

medical record at the College of Dentistry must contain sufficient information to identify

meaning.

the patient; support the diagnosis; justify the treatment; document the results accurately

5. Pen:

and to provide optimum patient care and facilitate activities related to education and

All handwritten notes in the medical records should preferably be made with black / blue

research.

ballpoint pen. 6. Correction of Errors:

RESPONSIBILITY:

In the case of an error, a single line cross through is made so as to not obliterate the

Vice Dean for Clinical Affairs

original entry. This cross through should be initialed and dated by the individual making

Medical Director

the correction. Document the correct information. If the error is in a narrative note, it may

3. Faculty

be necessary to enter the correct information on the next available line documenting the

4. Interns

current date and time and referring back to the incorrect information.

5. Students

7. Verbal Orders: Verbal orders of authorized practitioners should be accepted and written only by an intern

REGULATIONS:

/ dental student and must be counter signed by the ordering faculty within 24 hours.

Documentation requirement for all Patient Medical Records

8. Timeliness:

1. Forms:

Document the information as close to the time of actual event as feasible. Always mention

Records of all patients at the College of Dentistry should be documented only on

date and time on the entry.

approved forms. All the forms should be approved by the Vice Deanship for Clinical

Within 24 hours

Affairs and the Quality and Development

•

Screening form

2. Legibility:

•

Verbal orders (countersigned after ordered by the Faculty / specialist )

All handwritten notes must be legible.

•

Procedure note

3. Authentication

•

Treatment planned and executed

Each entry in the patient’s medical record should be properly authenticated including

Follow up

the date, time, and signature of the author. The entries by dental students and interns

•

Progress notes

should be countersigned or a suitable entry should be made in the progress notes stating

•

Faculty / specialist’s orders

that the attending / supervising faculty is in agreement with the orders, evaluation or

•

Next appointment if needed

specific treatment noted.

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MEDICAL RECORD CONTENTS: Each medical record should contain, at least the following: 1. Registration Form (Patient identification data) 2. Health Questionnaire 3. Dental Screening Form 4. History and physical examination 5. Emergency room record (where applicable) 6. Evidence of appropriate informed consent(s) 7. Anesthesia record 8. Diagnostic / Therapeutic / Surgical procedure note (where applicable) 9. Consultation notes 10. Diagnostic and therapeutic orders 11. Clinical observation including results of therapy 12. Progress Notes 13. Clinical summary on discharge 14. Report of tests and results, where needed 15. Medication record Patient identification: A unique identification number (Medical Record Number) is assigned to all patients being assessed and treated at the College of Dentistry. The data should include the patient’s name, medical records number, sex, and date of birth, marital status, telephone number (landline and mobile phone), address and next of kin. When any of these data are not available, reason should be stated in the medical record.

Screening Form The documented history and physical examination shall include all positive and relevant negative information regarding problems identified, and should be documented within 24 hours after the patient’s admission to the clinics. As a minimum it includes: 1.

Chief / Presenting complaints

History of presenting illness

Past medical history / dental history

Drug history/ allergies

Personal, psychosocial history

Physical and systemic examination performed at the time of admission, if

needed

Vital

Clinical Summary on Discharge: At the time of patient’s discharge from the clinic, the faculty / hospital staff / intern / student should complete clinical summary on discharge. Clinical summary should concisely recapitulate:

Date of admission and discharge

2. Diagnoses

Presenting history

4. Examination

Investigation, if any

Treatment given

Medication on discharge

Follow-up instructions

Emergency Room Record: Items that should be documented in Emergency Room Record include:

Pertinent history of the presenting complaint / chief complaint

Diagnostic and therapeutic orders and treatment.

Conclusion at the termination of treatment, including final disposition,

patient’s condition on discharge and any instructions given to the patient or family for follow up care.

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Diagnostic/Therapeutic/surgical Procedure notes: All diagnostic and therapeutic procedures should be recorded and authenticated in the

Diagnostic and Therapeutic orders:

medical record. The surgeon shall record a pre-operative diagnosis prior to surgery

Appropriate diagnosis should be documented and orders of therapy aiming toward the

and operation note should be written in the medical record immediately after surgery

treatment of condition should be clearly documented.

by the surgeon containing the following:

Patient Identification

Progress Notes:

Date of surgery

They are specific statements related to the course of the patient’s disease, response to

Name of procedure

treatment, and status at discharge. The attending faculty / hospital staff / intern / dental

Pre-operative diagnosis

student are responsible for recording continuing observations of the patient’s progress.

Type of anesthesia

Progress note should include:

Indication for surgery

Operative findings

the clinic.

Description of surgery including complications if any

Postoperative instructions, if any

including any complication which a patient develops. Also, state the patient’s general

10.

Condition of patient at the conclusion of surgery

condition on discharge.

1. 2.

Summary of the general condition of the patient at the time of admission in Follow up progress note; summary of treatment and patient’s response

Evidence of Appropriate Informed consent(s):

Leave Against Medical Advice (LAMA):

The medical record must contain evidence of informed consent for treatment and

If a patient wishes to discharge himself / herself against medical advice, the assigned

procedures.

dental assistant is responsible for obtaining the patient’s signature on a “Release from Responsibility” or LAMA note. In the event that the patient refuses to sign such a note,

Request for Consultation:

the circumstances of such refusal must be documented.

A consultation request and the consultant’s report should be documented. The request must contain a brief statement describing the reason(s) consultation was requested. The consultant’s report should contain findings, conclusions, and recommendations.

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POLICY FOR FILING OF INVESTIGATION REPORTS/ OTHER DOCUMENTS IN MEDICAL RECORDS

POLICY STATEMENT: Pathological Laboratory or radiographic investigation reports and other documents containing the patient’s name and medical record number will be filed in the patient’s Medical Record for the primary purpose of fostering continuity of patient care. It includes all reports / other documents of investigations performed at any authorized health care facility, government and private both. RESPONSIBILITY: Staff at the Medical Record Section PROCEDURE:

Investigation reports and other related documents received in the Medical

Records Section will be filed by the Medical Records staff in the designated section of Medical Record folder in chronological order.

All reports will be counted and the total entered in a log.

In order to ensure accuracy, the Medical Record number on the reports will

be matched with the Medical Record number on the folders during filing.

Leftover reports will be kept in the pending reports tray till the file is located

and reports / documents filed.

The documents other than investigation reports relevant to the Medical

Record will be filed in their corresponding section of the Medical Record folder. All disclosures i.e. the reports that are from other hospital are filed in the patient’s Medical Record folder if they reach Medical Records Section containing the relevant medical record number. Medical Record Section staff will file them in the designated section of Medical Record folder.

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POLICY FOR FILING OF INVESTIGATION REPORTS/ OTHER DOCUMENTS IN MEDICAL RECORDS

POLICY STATEMENT: This policy provides guidelines for managing a missing or lost patient medical record and a procedure to address a lost or missing medical record on an immediate basis. RESPONSIBILITY: In-charge Medical Record Section PROCEDURE:

Upon notification of a missing medical record, in-charge Medical Record

Section should facilitate comprehensive search for the missing record, focusing on most recent check out location, most recent patient encounter location, and most recent provider responsible for medical record entries or completion, and potential for patient to have inadvertently taken the record.

The in-charge, Medical Record Section should consider notification to the

Security, SRACO and maintenance staff as well as any other involved department/s, which may be helpful to foster awareness and location of the missing medical record.

The in-charge Medical Record Section should raise an incident report. If the

missing medical record is involved in a current or potential litigation, the Vice Dean for Clinical Affairs and the Medical Director must be notified.

While there is no obligation to notify the patient of the missing medical

record, in-charge Medical Record Section should review the circumstances of the situation and decide if it is a suspected case of theft or if it is an oversight during routine operations (example, accidentally discarded).

To facilitate continuity of patient care in such cases, steps should be taken

immediately to begin reconstruction of the records through documentation. A temporary medical record folder is thus created and marked as a â&#x20AC;&#x153;temporary folderâ&#x20AC;? until such time as the original folder is located.

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POLICY FOR MEDICAL RECORD COMPLETION Policy Statement Documentation of Medical Records must be completed at the end of each clinical session with a 24 hour grace period. The attending faculty / hospital staff / intern / student are responsible for the written record of history, physical examination and tentative diagnosis on each patient under his / her care. This must be documented prior to any treatment or procedure commencing. It is also the responsibility of above said to complete the medical record upon discharge of the patient with accuracy and timeliness. It is essential all record entries are completed prior to proceeding on vacation or travel. The Medical Records Section (MRS) must be notified in writing concerning such vacation or leave. Responsibility 1. Vice Dean for Clinical Affairs 2. Department Head 3. Faculty 4. Intern and Students 5. In-Charge Medical Record Section Procedure 1. Medical Record folder will be assigned by the in charge Medical Record Section to the attending faculty / hospital staff / intern / student upon patientâ&#x20AC;&#x2122;s discharge, which must be completed within a maximum of one week from the day of discharge. 2. Medical Record folder will become delinquent after 7 days from the date of discharge, if not completed.

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POLICY FOR MEDICAL RECORD RETENTION 3. Delinquency of the folder requiring histopathology report will be counted from the day when the histopathology report is available for faculty of dentistry / physicianâ&#x20AC;&#x2122;s review. 4. Supervising faculty will ensure that the concerned students / interns complete the patient medical record folder in a timely manner. 5. Notices of incomplete / delinquent records will be issued on the 3rd of each month to all attending faculty / Interns / students through their respective departments and office of the Vice Dean for Clinical Affairs with a copy to the Vice Dean for Academic Affairs. 6. Final counting will be held on the 10th of each month. 7. Status of incomplete / delinquent folders will be sent to the Heads of Departments and Vice Dean for Academics / Clinical Affairs after the final counting. 8. Leaves / vacations of attending faculty / interns who fail to comply with the protocol will be withheld. Further clinical and patient assignment will not be given to the students who fail to complete their patientâ&#x20AC;&#x2122;s folders. 9. Notice of withholding leaves / vacation of attending faculty who has delinquent records will be issued by the Vice Dean for Academic Affairs. 10. If a faculty / intern / student are unable to meet his / her medical record folder completion obligations, the relevant department chair will assume responsibility for ensuring compliance with the Chart Completion Protocol. 11. If a student / intern leave the College without obtaining clearance from Medical Record Section the relevant department chair will assume responsibility for ensuring compliance with this policy.

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POLICY STATEMENT: This policy ensures easy accessibility / retrieves ability of active medical records. A

POLICY FOR RELEASE OF INFORMATION

Medical Record will become inactive after five years of inactivity at the dental clinics, College of Dentistry. RESPONSIBILITY:

Vice Dean for Clinical Affairs

Medical Director

In-charge and staff at the Medical Records Section

PROCEDURE:

Inactive inpatient medical records will be purged, retaining only the key

documents.

Medical Record documents will be destroyed through incineration/

shredding having no possibility of reconstructing any of the information.

The confidentiality will be maintained throughout all stages of the

destruction process.

The completed â&#x20AC;&#x153;Certificate of Destructionâ&#x20AC;? will be maintained in the

Medical Record Section for indefinite period.

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POLICY STATEMENT:

This policy ensures release ofrequested medical information of a patient in an appropriate

upon workload of Medical Record Section at that time.

manner from the Medical Records Section. This applies to all patients’ investigations /

reports / progress notes filed in the patient’s medical Record.

within 30 days.

7. 8. 9.

Urgent request for the release of information may be entertained depending A new request will be required if the requested documents are not collected Consent form is retained in the medical record file of the patient.

RESPONSIBILITY:

Vice Dean for Clinical Affairs

EXCEPTIONS:

Medical Director

If recognized that an emergency situations require the immediate exchange of

Medical Records Section staff

information by telephone. As a safeguard, the Medical Record Section staff must ensure that the following precautions have been taken:

PROCEDURE: 1.

Release of patient medical information is a serious issue and falls under

Obtain identification from caller (e.g. healthcare provider name,

institution’s name and address, telephone number, etc.)

Patient Privacy and Confidentiality. All requests for release of information should be

Indicate that a return call will be made after the information is verified.

carefully reviewed, processed and authorized through the Medical Director’s office.

Review the requested medical record for any prohibition for release of

information; if present, shall refer the request to the Medical Director.

College of Dentistry Medical Record number is required before dental

information is released.

Return the call, providing limited information.

Exceptions are where specific laws or administrative needs permit such

access without consent.

Request for release of medical information will be processed after getting a

consent form signed by the requester and authorized by the Vice Dean for Clinical Affairs / Medical Director.

Information can also be released on authorized letters or any alternate forms

provided the required elements are included.

Information will be released to the patient within 2 working days of receipt

of request, although all efforts will be made to release it as soon as possible.

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RULES AND REGULATION FOR RADIATION PROTECTION

III RADIOLOGY

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The aim of this report is to provide a practical guide to radiation protection for

To minimize the biological effects of radiation on occupationally exposed individuals,

professional group of dentists and their assistants. This is based upon national guidelines

special rules and regulations have been set in line with King Abdul-Aziz City for

for protection against ionizing radiation Adopted from King Abdul-Aziz City for science

Science and Technology (KACST) guidelines.

and Technology (KACST). These regulations are available at http://www.KACST.edu. sa. Dammam University follows these regulations for the safety of staff members, dental

Dose Limits/Monitoring Requirements:

assistants, students and patients.

1. Annual dose limits: 2. Occupationally exposed --------

No exposure to X-rays can be considered completely free of risk, so the use of radiation

50 msv/year.

3. Non- occupationally exposed -------5 msv/year

by dentists and their assistants implies a responsibility to assure appropriate protection. The guidelines report is designed to give clear and comprehensive information on

Personnel radiation monitoring will be offered to those individuals who frequently

dental practices, relevant knowledge, available technology and considering guidance on

make exposures or supervise students who request such service. Radiation exposure is

the application of radiation protection principles in dental radiology to all individuals,

monitored with a TLD (Thermo-Luminescence Dosimeter).

including the patient and the personnel. If assigned a badge: The main radiology clinics are located on the ground level of the building # 1. An

extension of this division is present at the building # 2. The clinics are equipped with one

make sure it is your own assigned badge. b-

Panoramic and Cephalometric Unit, forty- eight wall-mounted dental X-ray machines and

Always wear the badge when working around radiation source

Wear the badge on your collar, if you wear a lead apron, the badge shall be

two portable ones installed in old building. Full Mouth Radiographs (FMS) are available

worn outside the apron.

only in clinics # 31-34, 39 &40 in the old building. Three scanners are located in the

old building and one scanner in the new one. One Cone Beam Computed Tomography

badge outside of the work place.

(CBCT) machine (i-CATTM, 3-D imaging system, Imaging Sciences International Inc.,

c- d-

and

When not in use, store badges in a low radiation area, do not wear your The control badge should be stored in a radiation-free area. An assigned

Hatfield, PA, USA) is located in the building # 2 at 1st floor. Two mounted dental x-ray

radiologic technologist is responsible for the exposure records and exchanging the

machines plus two portable ones are located in dental clinics of each floor of the building

badges.

# 2 plus one mounted on ground floor located with Panoramic/Cephalometric x-ray machine in separate section.

The radiographic exposure should be as low as reasonably achievable (ALARA). However, if the monitoring badge reflected excessive radiation, this wills trigger an action plan.

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Guidelines for Safe Operation of X-ray Equipment:

wear a protective apron of 0.5mm lead equipment. Aprons must be checked periodically

•

All radiographs should be prescribed by faculty members, radiographic

•

Shield barrier should be provided for operator to stand behind. Patient should

for cracks and tears. Aprons must be properly stored and hanged as they protect the wearer

technician or done by supervised undergraduate students for diagnosis & treatment

from scattered radiation not from primary beam.

planning

•

All radiographic examinations must be justified on an individual basis by

•

Kilo voltage of x-ray machines ranges from 60- 70 KV. Dental x-ray set using

DC operating at 60 KV. •

Filtration of x-ray beam depends on operating KV,

routine radiograph should be considered unacceptable practice.



60 KV -----------------1.5 Al.



70 KV----------------- 2.5 Al.

•

Collimating device :



demonstrating that the benefits to the patient outweigh the potential harm. Therefore, •

Legal Persons (Radiographic technician, Radiographic staff and

undergraduate students and interns) should receive adequate training to know ;

The x-ray beam should be restricted to diameter of not more than 7



Risks of ionizing radiation.



Radiation protection measures.

cm in diameter at the surface of the skin. It is highly desirable to add rectangular collimator



Possible risk to the fetus for female employees engaged in

that limit the size of the beam around dental film.

radiography.

•

Non Clinical staff should be provided with adequate basic information so,

•

Exposure cord should be at least 6 feet in length. Exposure timer should be of

dead man type.

they are aware of the use of x-ray in the practice and requirements for x-ray exposure.

The beam size must not be larger than the image receptor.

•

Radiographic request should be filled by staff and clinician before x-ray

•

For extra oral systems, restrict the x-ray beam to the area of clinical interest.

exposure. Students will fill special form included in medical questionnaire.

voltage, etc.). The technique chart should be updated as needed.

•

Radiographs shall be limited to the minimum number needed to obtain

diagnostic information required for the patient’s dental needs and should follow

American Dental Association/ Food and Drug Administration (ADA/FDA) guidelines for prescribing dental radiographs (selection criteria).

•

Use the technique chart or manual to determine proper exposure (time, kilo

•

Shielding requirements for panoramic & Cephalometric facilities :

The panoramic/Cephalometric unit operated in the range of 70 KVP

to 100 KVP.

For pregnant women, the same guidelines as with other patients shall be

Room diameter of panoramic unit at least 1.2×2.5meter.

applied, using proper leaded apron and technique.

Room diameter of panoramic/Cephalometric units at least 1.5m×2.5m

•

A lead apron with thyroid collar shall be used for all children.

The X-ray workload per week does not exceed 50 films.

•

Thyroid collar is not indicated for panoramic radiography.

Shielding is required to provide protection outside the room.

X-ray Equipment

•

During x-ray examination, the operator should not be exposed to primary

beam and he should keep distance of at least 3 meters from the x-ray tube.

•

Digital radiography offers a significant dose reduction. Therefore, Semi-

digital films, Photostimulate Storage Phospor (PSP) and fully digital films, ChargeCoupled Devices (CCD) are routinely used. Digital films are also available in Panoramic and Cephalometric units.

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The Basic Guidelines for using Cone Beam Computed Tomography (CBCT):

References: 1- European Commission. Radiation Protection 136. European Guidelines on Radiation Protection in Dental Radiology. Luxembourg: Office for Official Publications of the European Communities, 2004. Available from: http://ec.europa.eu/energy/nuclear/ radioprotection/publication/doc/136_en.pdf. 2- Horner K, Islam M, Flygare L, Tsiklakis T, Whaites E. Basic Principles for Use of Dental Cone Beam CT: Consensus Guidelines of the European Academy of Dental and Maxillofacial Radiology. Dentomaxillofac Radiol. 2009; 38: 187-195.

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POLICY FOR CHEMICAL DISPOSAL IN RADIOLOGY SECTION A. USED or SPENT X-RA FIXER: Waste Management Options: Radiology fixer used by dental clinics to develop x-rays is a hazardous material that should not be simply rinsed down the drain. Spent fixer solution contains approximately 4000 mg of silver per liter. By law, the current maximum concentration of silver in solution is 2mg/L. Onsite treatment of waste fixer minimizes the risks associated with this material. The best option is a Chemical Recovery Cartridge (CRC). CRCs are canisters filled with another metal, usually steel wool that reacts with the silver in the fixer. Essentially the iron dissolves into the solution and the silver plates out, can be obtained from most dental supply companies. Note: CRCs may fail prematurely if they are not used and drained regularly. Dentist should minimize the amount of silver that enters the sewer and septic systems by following the appropriate management practices. Best Management Practice (BMP): 1. Use a silver recovery unit to recapture the silver from the fixer. Collect the silver in a container recommended by the manufacturer. Label the silver container properly. Once the container is full, contact a Certified Waste Carrier for recycling or disposal. The desilvered fixer solution can be mixed with developer and water to dispose of down the sewer or septic system.

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2. Spent developer is permitted to be discharged into the sewer or septic systems provided it is diluted with water. 3. Utilize a digital X-ray unit to minimize the need for fixer solutions. Good Management Practice (GMP):

Collect the fixer/developer solution in a container provided by the disposal

company 2.

Label the container "Hazardous Waste & Used Fixer/Developer Solution."

Use a certified waste carrier for recycling or disposal . 3.

Many cleaners for x-ray developer systems contain chromium, a toxic

substance. Ask your supplier for a cleaner that doesn't use chromium 4.

Ask your supplier about returning any date-expired unused developer.

Recovered silver from these devices can be sold to precious metal recyclers or returned for credit to x-ray film suppliers.

B. SILVER CONTAINING WASTES: Undeveloped Film: Waste Management Options: Undeveloped film contains a high level of silver and must be treated as a hazardous waste. Silver can contaminate the soil and groundwater if it is sent to a landfill. Unused film should be recycled rather than being placed into the waste. Best Management Practice (BMP): 1. Collect any unused film that you will be disposing and place it in a container recommended by the disposal company such as a plastic alginate container 2. Contact your supplier about a take back program 3. Once the container is full, contact a certified waste carrier for recycling or disposal 4. Use a digital x-ray unit to minimize purchase of new x-ray film 5. Developed film has little residual silver and can be placed in the regular solid waste stream

Don’ts:

•

Do not pour fixer down the drain

•

Do not place silver recovery unit cartridge in the garbage

•

Do not discharge chromium- containing cleaners into a sewer or septic

Don’ts: • Do not throw undeveloped film into the regular garbage

system

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C. LEAD CONTAINING WASTES: LEAD FOIL PACKETS Waste Management Options:

The lead foil inside each x-ray packet is a leachable toxin and can

contaminate the soil and groundwater in landfill sites.

Lead foil packets should never be thrown in the regular garbage.

This material must be either recycled or treated as a hazardous waste.

Best Management Practice (BMP) Ask your film manufacturer about a lead recycling program Good Management Practice (GMP)

Collect lead foil packets in a marked container

Once container is full, contact a certified waste carrier for recycling or

IV CLINICAL QUALITY

disposal Donâ&#x20AC;&#x2122;ts:

â&#x20AC;˘

Do not throw lead foil packets into the regular garbage

LEAD APRONS: Lead aprons should not be thrown into the regular garbage since the lead can contaminate soil and groundwater via the landfills. Best Management Practice (BMP) Contact a certified waste carrier to recycle or dispose of unwanted lead aprons.

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CLINICAL QUALITY ASSURANCE PROGRAM

POLICY STATEMENT: The purpose of the Clinical Quality Assurance Program (QAP) at the Dammam University College of Dentistry is to continually assess quality indicators as defined by the College and strive for correction of deficiencies in patient care wherever possible. As the result of this program, the QAP will assure that corrective measures will be made and follow-up assessments will measure the success or failure of these interventions. RESPONSIBILITY:

Vice Dean for Clinical Affairs

Medical Director

Director Quality and Academic Accreditation

Clinical Statician

The Vice Dean for Clinical Care is responsible for administration and oversight of the QAP via Medical Director and Director Quality and Academic Accreditation. Data will be continually collected and summarized on an annual basis and maintained in the Office of the Vice Dean for Clinical Care. AREAS of REVIEW: Three major areas will be reviewed on a regular basis. The twelve components of the QAP include: I. Patient Reviews:

250

1. Emergency Clinic

2. Patient Exit Examination (at the last appointment of active care)

3. Post-Treatment Examination (after completion of active care)

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II. Record Reviews:

The CQA - Exit Examination Form is completed following the final treatment procedure

1. Student Assessment Record Audit (student self-assessment of patient records)

planned for the patient. The student and attending faculty will check the appropriate

2. Medical Record Committee Audit (formal review of records by the committee

indices as Acceptable (A), Unacceptable (U) or Not Applicable (NA). If a “U” is noted,

members)

comments are added to delineate the deficiency, the patient is informed, and the necessary

treatment or retreatment is described that will eliminate the deficiency.

3. Patient Exit Examination (at the last appointment of active care)

III. Other Reviews/Reports:

1. Patient Care / Clinical Incident Report

Procedure:

2. Infection control Audit Reports

During the patient’s final appointment to complete the last item on the Treatment Plan

3. Needle Stick Injury Report

(e.g. cementation of a crown), the student will thoroughly examine the patient (including

4. Patient Satisfaction Survey (annual survey of completed patients)

all new and pre-existing restorations and prosthodontics appliances) and complete the

5. Patients Complaints

form, noting which areas are Acceptable (A), Unacceptable (U) or Not Applicable

6. Other Reports

(NA). If a “U” is noted (e.g. caries discovered on another tooth that was not previously

1. Emergency Clinic Patient Review Procedure:

diagnosed), comments are added to the form that specify the tooth and area of caries, the

patient is informed, and an appointment is made to treat the caries.

If a treatment deficiency is identified during a visit of a registered patient in the

Emergency Clinic, a form is generated. On this form, the specific type of problem

is noted (e.g., restorative procedure) and the action taken or needed is recorded. The

The attending faculty will examine the patient and either confirms the student’s findings

attending faculty will submit the form to the Office of the Medical Director. Reports

or point out any areas of concern (marked as “U” on the form) that were not identified

can be generated so that Medical Director can track any recurrence of deficiencies in the

by the student. All areas of concern are explained to the patient and an appointment is

treatment.

made to correct the problem.

2. Patient Exit Examination

The exit examination is a student self-assessment of treatment rendered that is conducted at the patient’s final appointment. This examination is designed to assess

The attending faculty then signs the CQA Patient Exit Examination Form. The Form is then forwarded to the Medical Director for record and further action if needed.

the completeness of treatment and quality of care the patient has received. Treatment deficiencies are identified by criteria based on the “Standards of Care.” Deficiencies are described as “unacceptable” and identified for replacement or retreatment if possible. Treatment needs, if any, are identified by attending faculty who are responsible for clinical supervision.

Form Used: CQA - Patient Exit Examination Form (Appendix 1)

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3. Patient Post-Treatment Review

Identified patients are invited to return to the clinic for a post-treatment examination until

Within six months of completion of active treatment, patients are contacted and invited

approximately 5% of this pool of completed patients has been scheduled.

to return to the College’s Dental Clinics for a post-treatment review. Completed patients will be appointed until approximately 5% of this pool has been scheduled. Treatment deficiencies are identified by criteria based on the “Standards of Care.” As described above, identified deficiencies are noted as “unacceptable” and identified for replacement

The CQA Patient Post-Treatment Examination Form is identical to the CQA Patient Exit Examination Form, in order to ensure consistency of review – i.e., students and faculty will always be reviewing the same components of patient care.

or retreatment after informing the patient. The Medical Director will review these examinations, and if the patient requires correction

Form Used: CQA Patient Post-Treatment Examination Form (Appendix 2)

of previous treatment, patient will be reassigned and the treatment will be expedited.

Within six months of completion of active treatment, patients are contacted to return

Record Reviews

to the college for a post-treatment review. Patients are invited for this review and an

4. Student Self - Assessment Audit

appointment is scheduled. Patients are appointed until approximately 5% of this pool of

The Student Assessment Audit is a self-assessment and quality assurance experience

completed patients has been scheduled. Treatment deficiencies are identified by criteria

for students to monitor the quality of their own record keeping. Students use the Patient

based on the “Standards of Care.” Students and /or attending faculty will check the

Record Guidelines that details record management.

appropriate indices as Acceptable (A), Unacceptable (U) or Not Applicable (NA). If a

Students assess three of their own patient records every semester of each academic year,

“U” is noted, comments are added to delineate the deficiency, the patient is informed,

beginning in their first clinical year, and they will review these audits with their attending

and the necessary treatment or retreatment is described that will eliminate the deficiency.

faculty, who will verify that all information is accurate, and sign the form. Results of these audits are forwarded to the Medical Director for tracking. The Vice Dean for Clinical

Procedure:

Affairs will form Medical Record Committee which will be responsible for calibrating

Students are assigned for patient post-treatment review and to fill up the form. This

faculty or their designees regarding their activities. Deficiencies in record keeping will

procedure is carried out (under faculty supervision and approval), as it is an excellent

be noted and will become part of the student’s assessment of professionalism. Continual

exercise for developing their skills in the evaluation of quality of care. It is also an

noncompliance with record keeping standards may result in a remedial program and

efficient method of ensuring the regular completion of these QA procedures. However,

disciplinary actions depending on the type and frequency of the errors.

this procedure could also be completed by faculty members of the Medical Record Committee.

Form Used:

CQA Student Self-Assessment Clinical Record Review Form (Appendix

3) All patients who have had their treatment completed (i.e., completion of all items on the approved treatment plan) in the last six months will be identified by a report generated by the Medical Record Section.

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5. Medical Record Committee (MRC)

Other Reports

Each semester the MRC will provide a formal quality assurance review of patient records

7. Clinical Incident Reports

in the predoctoral and internship programs. The MRC is responsible for reviewing

A critical clinical incident is an unexpected occurrence involving death or serious physical

and revising all record forms and management systems and for conducting audits and

or psychological injury and includes any process variation from which a recurrence

communicating findings to the Medical Director who will forward the report to the Vice

would carry a significant chance of adverse outcome. The data of critical incidences will

Deans for Clinical Affairs and Quality and Development. Records to be reviewed will

serve to reinforce the didactic and clinical program to carefully monitor and assess the

be selected from that group of patients who are in active treatment and have had several

skills of the students. This information will be communicated to students and interns in

appointments. Approximately 20 cases of students patients records and interns each and

their appropriate academic courses and clinic orientation sessions.

10 of faculty will be audited every semester, and results of the reviews will be forwarded to the student’s attending faculty and also to the Director of Quality and Academic

Critical incidents in dentistry include the following:

Accreditation through Medical Director’s office to track the statistics.

•

Anaphylactic reaction

•

Cardiac arrest or stroke whilst undergoing treatment

Forms Used:

•

Inhaling/ingesting foreign body

CQA Medical Record Committee - Audit Tool for Faculty Clinical Records (Blue)

•

A missed diagnosis necessitating complex intervention e.g. Failure to

(Appendix 4)

diagnose leading to endodontic treatment or extraction.

CQA Medical Record Committee - Audit Tool for Intern Clinical Records (Green)

•

Treatment of the wrong tooth / wrong patient

(Appendix5)

•

Medication errors / Prescribing error e.g. issuing Penicillin to a patient

1CQA Medical Record Committee - Audit Tool for Student Clinical Records (Yellow)

known to have allergy

(Appendix6)

•

Occupational exposure to blood or other body fluids

•

Needle Stick Injury

6. Patient Exit Examination

•

Medical Record mix-up

The Exit Examination is a quality assurance assessment measure that evaluates the quality

•

Laboratory work mix-up

of record keeping for every patient whose active treatment has been completed. This

•

An injury in the workplace

audit occurs throughout the year and is coordinated by the offices of Vice Deanship for

•

Unexpected resignation of a staff member

Clinical Affairs and Quality and Development. The audit is an integral part of the patient

•

Patient complaint

recall program, as the patient may either choose further recall appointments or decides to

•

Any other unexpected occurrences which have /could resulted / result in a

discontinue further care at the College. Results of these audits will be forwarded to the

serious adverse outcome to a patient.

departmental chairs, attending faculty, Vice Deans for Clinical Affairs and Quality and Development for further evaluation and action.

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Procedure:

Reporting

Occurrence of any critical incidence should immediately be notified to:

The written report should be sent to the:

•

Supervisor of Clinical Session

•

College Dean

•

Course Director

•

Vice Dean for Clinical Affairs

•

Senior Dental Assistant

•

Vice Dean for Quality and Development

•

Medical Director

•

Medical Director

•

Vice Dean for Clinical Affairs

Office of the Vice Dean for Quality and Development and the Medical Director will be

Every effort should be made to notify the Medical Director immediately as soon as a

responsible to ensure follow-up on recommendations and actions.

critical incidence occurs; however the Vice Dean for Clinical Affairs should be contacted if MD is unavailable. Initially notification should take place by telephone and then

8. Patient Satisfaction Surveys

formally reported by filling out the Incidence Reporting Form, available with the Senior

Patient Satisfaction Surveys are conducted regularly on an ongoing basis through a

Dental Assistant and Clinic Coordinators. Formal notification should occur as soon

standard form available to all patients in the dental clinics. The forms are collected and

as possible and maximum within 24 hours of the incident. This form should then be

statistics are compiled and maintained in the office of Vice Deanship for Quality and

forwarded to the Medical Director who will complete formal procedure and notify the

Development. The survey reports are shared with the QAIC, Vice Dean for Clinical

Dean, Vice Dean for Clinical Affairs and Vice Dean for Quality and Development as

Affairs, Medical Director and the College Dean. Issues / problems / complaints

required.

highlighted by the patients will be appropriately resolved and patients informed for the outcomes. Record of the Patient Satisfaction Surveys and serious complaints will be maintained by the office of Vice Deanship for Quality and Development.

Investigation Critical incidents should be investigated by the course director in conjunction with the clinical supervisor of the session in case of a clinical teaching session. Incidents which

9. The Medical Director and the Director of Quality and Academic Accreditation will

occur involving the professional dental practice should be investigated by the Medical

initiate other reports as needed to meet the needs of the College.

Director. If appropriate, depending on the seriousness of the incident, a root cause analysis

Example:

framework should be utilized by an assigned committee, if required. A report should be

The patient electronic dental record will enable the College to track re-makes in such

written once the investigation is complete; the report should include the following:

areas as operative dentistry, and fixed/removable prosthodontics by establishing specific

•

Brief description of the incident

procedure codes. Reports can be generated that can track certain trends in the re-makes,

•

Brief description of the investigation and analysis

such as specific materials used. After appropriate analysis of these trends, corrective

•

Recommendations to prevent further occurrence, to improve management,

actions can be implemented and effectively documented as part of the entire QA process.

or to reduce the risk to the College

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(The electronic record can also be similarly utilized in clinical research protocols.)

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POLICY FOR STANDARD OF CARE AND PATIENT SAFETY

Appendix 1: CQA Patient Exit Examination Form Appendix 2: CQA Patient Post-Treatment Examination Form Appendix 3: CQA Student Self-Assessment Clinical Record Review Form Appendix 4: CQA Medical Record Committee - Audit Tool for Faculty Clinical Records (Blue) Appendix 5: CQA Medical Record Committee - Audit Tool for Intern Clinical Records (Green) Appendix 6: CQA Medical Record Committee - Audit Tool for Student Clinical Records (Yellow)

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POLICY STATEMENT:

The College will ensure that all clinical faculty staffs who either participate

Dentistry, like medicine, involves the performance of “highly technical and risky

in patient care, or are responsible for supervision of patient care, are appropriately

procedures in complex environment and uses a multitude of devices and tools. Documented

credentialed. Documentation on each faculty will include the following:

adverse events have been known to occur during oral health care procedures, and the oral

•

Copy of current Iqama and University ID card

healthcare workforce is vulnerable to communicable diseases and percutaneous injuries.

•

Copies of all college and professional diplomas, including advanced degrees;

Consequently, patient care systems, including dentistry and oral health care, should

•

Copies of all certificates documenting completion of advanced clinical or specialty

fundamentally promote patient health and safety and also prevent injuries to patients,

training;

practitioners and related staff.

•

Copies of professional licenses from appropriate governmental / regulatory

agencies; (DR. AWS TO GET A LETTER FROM UD AND SAUDI COUNCIL FOR RESPONSIBILITIES:

LIMITED PRACTICE LICENSE)

Vice Dean for Clinical Affairs

•

Copies of all Continuing Education completed during the past 3 years;

Medical Director

•

Documentation of current BLS, CPR, ACLS, and / or PALS certification, as

3. Faculty

appropriate;

4. Interns

•

5. Students

communicable diseases (e.g. Hepatitis Vaccine Series);

Documentation of currency of appropriate immunizations for prevention of

Dental Assistants and

•

Support Staff

the individual’s character and appropriateness for the position; •

Three (3) letters of recommendation from non-family members who can attest to Evidence of criminal background check, as appropriate.

POLICIES: In order to promote the health and safety of patients, faculty, students, interns, and staff,

3. All College clinical personnel, including faculty, students, staff, and dental interns,

and to ensure the highest standards of patient care, the following statements comprise the

will be committed to comply with appropriate laws and professional practices that

Policy on Standards of Care and Patient Safety of the College Of Dentistry - University

ensure patient privacy and protect patients against misuse of personal and health-related

Of Dammam:

information. This will include documented annual training on contemporary aspects of

this issue.

The College will ensure the routine inspection of physical facilities regarding

patient safety, including the development of medical emergency and fire safety protocols and the routine inspection and maintenance of clinical equipment.

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4. All College clinical personnel, including faculty, students, staff, and dental

10. Patient dental record will be established, maintained, and secured to include the

interns, will wear appropriate clinical attire at all times while in clinical areas and in

legal documentation of all demographic data, medical history, informed consents,

the Simulation Laboratory. In addition, all clinical personnel are required to wear or

consultation reports, charting, radiographs, risk assessments, diagnostic and treatment

appropriately display their university-issued identification card at all times.

procedures.

5. All professional faculty and staff will participate in regular continuing education in

11. As treatment progresses, progress notes in the patient’s record will reflect the

order to maintain their familiarity with current regulations, technology, and evidence-

following: date, treatment area, full description of treatment rendered including

based principles of practice. Documentation of participation will be maintained in the

materials, any changes in medical history, consultations, approval of attending faculty,

Office of the Vice Dean for Clinical Affairs / Quality and Development.

and any post-operative instructions.

6. The College will secure and maintain an accurate, and complete patient record that

12. Medical alerts will be appropriately documented and highlighted in the patient

can be interpreted by a knowledgeable third party, using standardized abbreviations,

record and further described in the medical history for those medical conditions that

acronyms, and symbols.

may require alteration of routine dental treatment due to a medically compromising condition.

The College clinics will maintain an accurate, comprehensive, and current medical/

dental history on all active patients, including vital signs, medications and allergies, to

13. Registered patients and “walk-in” emergencies will have access to dental

ensure patient safety during each dental visit.

emergency services during normal hours of operation.

8. All patients will have the right to receive treatment without regard to race, religion,

14. Medical emergency procedures for the College’s Dental Clinics will be in place

national origin, disability, sex, or source of payment.

during normal hours of operation. An “Emergency Response Plan” will be initiated when alerted to a medical emergency. Emergency carts with oxygen and appropriate

9. All patients will be registered at the Registration and Admission Desk before they

equipment are located at various areas throughout the College clinics.

are admitted for treatment. All patients will complete and sign a comprehensive Health History Form and a Consent Form that includes possible risks, benefits, and treatment

15. All clinical faculty, staff, and students will maintain current certification in

alternatives. Patients who are below the legal age of consent and who are otherwise

Basic Life Support. Documentation of current certification will be maintained in the

unable to give their own legal consent must have these forms completed and signed by

Office of the Vice Dean for Clinical Affairs. Without exception, any faculty, staff, or

their legal guardian.

student whose certification(s) have lapsed will be immediately suspended from clinical activities until certification is renewed.

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16. All medical emergencies will be documented in the patient’s record and include

20. All patients seeking acceptance to the College’s Dental Clinics will be screened by

the date, nature of the emergency, vital signs, and any treatment performed, as well as

General Dentists to determine if they are an appropriate teaching case for the comprehensive

the resolution of the emergency. In addition, all medical emergencies will require the

care program. However, not all who seek care will be accepted as comprehensive care

completion of an “Incident Report”.

patients.

17. Universal precautions for infection control and blood borne pathogens will be

21. Requests for radiographs will be made with due consideration to the patient’s medical

utilized for all patient care. The Vice Deanship for Clinical Affairs will provide annual

history, dental needs, and history of exposure. The request and number of radiographs will

training in this area to all faculty, students, interns, and staff. The College will provide

be recorded in the patient record and will appropriately note approval of attending faculty.

appropriate personal protective equipment (PPE) to all clinical faculty, staff, students, and interns and enforce its appropriate use. In clinical areas where there is a likelihood

22. Radiographs will be identified with the examination date and patient’s name. The

of exposure to blood or other potentially infectious materials, eating and drinking is

patient will be protected with a lead apron that includes a thyroid collar, unless prohibited

prohibited, and food/drink will not be kept in any refrigerators, shelves, cabinets, or

by the technique. The College “Policy on Ionizing Radiation Control” will be strictly

countertops in the clinical areas.

followed by all clinical faculty, staff, and students.

18. Students with needle sticks and other percutaneous injuries will immediately report

23. All patients receiving comprehensive care will receive a complete clinical and

the incident to the attending faculty. Appropriate testing of student and patient will follow,

radiographic examination. A treatment plan will be developed for each patient which

according to established protocols. Attending faculty will ensure that a “Percutaneous

will include the following: 1) Sequential treatment which prioritizes care (Urgent vs.

Injury Form / Needle Stick Injury Form” is completed and submitted to the Office of the

Routine), 2) Problem List, 3) Logical order of treatment, 4) Alternative treatment, 5)

Vice Dean for Clinical Affairs.

Risks of treatment, and 6) Any financial responsibilities of treatment. Patients will sign the informed consent section of the Treatment Plan after a thorough written and verbal

19. A Material Safety Data Sheet (MSDS) will be maintained for each hazardous

explanation of the proposed treatment.

chemical known to be present in the workplace. Eye wash stations will be accessible

in or near all clinical and laboratory areas where potentially hazardous materials are

24. Patients will be assigned to different clinics for comprehensive care by screening

handled. An ongoing compliance and assessment program will monitor and ensure that

clinics. Assignment to the appropriate student will take place in a timely manner.

the standards for infection and biohazard control are met.

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25. Comprehensive treatment will take place in the appropriate clinical areas with

27. All patients must have an exit examination before they can be released as patients

strict adherence to the Department/Division Standards of Care.

from the College. This process will ensure quality of care, timeliness of treatment, and

identify any need for recall.

26. The Office of the Vice Dean for Clinical Affairs will coordinate and conduct quality

assurance patient record reviews for students, dental interns and faculty. Faculty on the

28. This Policy will be posted on the College website and will be formally communicated

Medical Record Committee will conduct quality assurance audits of a random selection

on an annual basis to all clinical faculty, staff, students, and interns.

of 20 patient records of students and interns and 10 records of faculty every semester and document their findings. These findings will be summarized and forwarded to the Office of the Vice Dean for Clinical Affairs. The following components of the patient record will be reviewed: •

Currency of medical/dental history, medications, allergies, vital signs, and medical

alerts; •

Currency of signed patient consents;

•

Documentation of current treatment plans with approval of attending faculty;

•

Documentation of timeliness of care, treatment rendered in logical sequence, with

any deviations noted and approved by attending faculty; •

Documentation of appropriate documentation of radiation exposure and evaluation

of radiographs; •

Documentation of treatment dates, treatment areas, full description of treatment

rendered including materials, consultations, and post-operative instructions; •

Documentation of any adverse incidents or events;

•

Documentation of exit protocols and identification of additional needs and recalls.

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PART PARTIVIV POLICY AND PROCEDURE FOR Policies and FOR Procedure for VICE DEANSHIP QUALITY ViceAND Deanship for Quality and DEVELOPMENT Development

270

1. Policy and Procedure for Conducting and Monitoring Quality Assurance Activities 2. Policy and Procedures for Continual Improvement 3. Policy and Procedure for Monitoring Students Awareness with CoD Policies and Procedures

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POLICY AND PROCEDURE FOR CONDUCTING AND MONITORING QUALITY ASSURANCE ACTIVITIES

POLICY STATEMENT The college administration is committed to establishing an active quality assurance system in the college covering all aspects of the Bachelor of Dental Surgery (BDS) program, including various functions of the college. The mechanisms employed for this purpose are aimed at standardizing various practices, monitoring for consistency and acquiring feedback from major stake holders from their perspective. The results of monitoring and feedback will be translated into actions for program development and improvement. The policy & procedures outline the rationale, processes and responsibilities for the conduction of quality evaluation surveys. The surveys provide important data for measuring the quality of the above mentioned aspects and so provide a platform for the development of strategies that will support the continuous improvement thereof, where and when needed. RESPONSIBILITY:

Dean, College of Dentistry

Vice Dean for Quality and Development

Vice Dean for Academic Affairs

Vice Dean for Clinical Affairs

Vice Dean for Postgraduate Studies and Scientific Research

Vice Dean for Female Students Affairs

Departmental Heads

8. Faculty 9. Students 10. Interns 11. Alumni

12.

Administrative and support staff

*CoD- College of Dentistry

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The major stake holders of the program and college are:

2. QUALITY EVALUATION SURVEYS:

University of Dammam

CoD Students

is highly valued and recommended by the quality experts for monitoring of subsequent

CoD Teaching staff

improvements. The College of Dentistry uses various quality evaluation surveys for

CoD Administrative and support staff

monitoring, reviewing and improvement of various aspects of the BDS program and

Employers and program directors of CoD graduates

college facilities.

Members of External Advisory Board (EAB)

2.1 Student Surveys:

7. Patients

The surveys are designed to obtain feedback from students for teaching, learning,

assessment, availability and adequacy of learning resources and facilities and student

MECHANISMS FOR QUALITY ASSURANCE

Acquiring feedback about various practices and functions from the stake holders

Following mechanisms are implemented to ensure high quality in all components of its

support services at different academical levels of study.

BDS program, research and clinical services at the College of Dentistry – University

2.2 Faculty and Staff surveys:

of Dammam (CoD-UoD)

Evaluation Surveys are designed and implemented to measure the satisfaction level

Self-Study Process

of teaching and support staff as related to their job related functions and the adequacy of

Quality Evaluation Surveys

facilities.

Key Performance Indicators (KPIs)

2.3 Alumni Survey:

Performance Indicators of CoD Strategic Plan

Considering the value of retrospective assessment and the impact of program

External Reviews

quality on the careers of college alumni, a survey tool is customized to seek the feedback

Clinical Quality Assurance

of college alumni as well.

2.4 Employers and Program Director Survey:

1. SELF-STUDY PROCESSES:

The college administration values and seeks the opinion of employers and program

directors of CoD graduates as practicing dentists and postgraduate students to reflect and

Self-study is an important quality tool used to internally assess compliance with

quality standards. The following tools are recommended by the National Commission

give an external endorsement about the quality of the program.

for Academic Accreditation and Assessment (NCAAA) for this purpose.

2.5 Patient Satisfaction Survey:

The dental clinics at the college offer patient care services for dental and oral health

•

Self-study of the program every three years

•

Course Report, every semester by the course directors

at various levels by faculty, interns and students in addition to providing adequate training

•

Annual Program Report

facilities for students. Patient satisfaction survey is instituted to assess their experience

•

Annual Committee Report

and satisfaction levels for the facilities and care provided at the dental clinics.

•

Faculty and staff self-evaluation

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2.6 Other Surveys:

2.9 Survey Instruments and Schedule:

These include surveys for the identification of professional developmental needs of

This will be maintained by the office of the Vice Deanship for Quality& Development (Q&D)

the faculty together with the evaluation of faculty developmental programs held in the

and aligned with the academic calendar of the University. Of the below listed surveys, the

college. The Quality and Development department will design more survey tools on a

following are done online through UD Quest in collaboration with the Deanship for Quality

need basis.

and Academic Accreditation (DQAA), University of Dammam.

1. CES - Course Evaluation Surveys

2.7 Survey Design and Administration:

2. SES - Student Experiences Surveys

3. SSLS - Student Survey on Lecturing Skills

4. PES - Program Evaluation Surveys

Participation of the students in the evaluation surveys is voluntary. However,

students should be encouraged to participate and complete the survey forms.

The survey design and administration process must guarantee the privacy

of any personal and other information collected through survey.

The survey instrument should not allow the identification of respondents in

surveys, however in case of the survey instrument where the identification of respondents may be necessary (e.g. Alumni surveys and Employer surveys etc.), participants must be accurately advised about the status of personal and other information collected - that it is confidential but not anonymous.

The attendance status will be registered; NCAAA recommends an acceptable

response rate of 50%. 2.8 Ethical Framework: Surveys should

adhere to appropriate ethical standards;

not compromise population samples through the overlap of surveys;

not over-survey the collegeâ&#x20AC;&#x2122;s core stakeholders;

be disseminated to stakeholders.

be fair and transparent.

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2.10 Procedure for Surveys:

i. The Q & D will maintain the results of the surveys and share these with the Vice

All surveys conducted for the purposes of quality assurance are required to

Deans, departmental chairs for authentication and dissemination to the course directors

conform to the framework of this policy. New survey tools will require approval by the

(relevant surveys only) The departmental chairs and the concerned course directors will

Quality Assurance and Improvement Committee and Faculty Board of the College.

review the survey results and submit improvement action plans, if required to the Vice

The survey schedule is approved by the Vice Dean for Quality &

Deans for Academic Affairs, Clinical Affairs, Female Students Affairs and to the Quality

Development and endorsed by the Vice Deans for Academic Affairs, Post Graduate

& Development. Likewise, results of the surveys conducted to evaluate the research

Studies and Scientific Research and Clinical Affairs.

facilities and their quality at the college and university will be shared with the Vice

The Vice Deanship for Quality & Development (VDQ&D) is responsible

Dean for Postgraduate Studies and Scientific Research for validation, feedback and any

for conducting surveys within its terms of reference and monitoring compliance with the

improvement actions as a result. Whether the results of Patient Satisfaction Survey are

survey procedure.

shared with the Vice Dean for Clinical Affairs for his action whenever and wherever

required. The College Dean is kept informed with the results of all surveys and subsequent

The VDQ&D coordinates with the students through College Registrar and

the Class Leaders.

actions.

The VDQ&D administers the survey during the last month of the semester,

arranged either as an exclusive evaluation session or conducted towards the end of the

3. KEY PERFORMANCE INDICATORS (KPIs)

lecture in coordination with the concerned faculty in his / her absence.

NCAAA has determined Key Performance Indicators for higher education institutions and

programs. The Vice Deanship for Quality and Development at the College of Dentistry is

The purpose of evaluation is explained and appropriate time is given for the

monitoring 70% of the NCAAA recommended KPIs for the program and is maintaining a

responses.

The VDQ&D coordinates the online surveys (UD Quest) with the Deanship

for Quality and Academic Accreditation (DQAA) at the university; schedule is prepared

time series of the results. Six additional KPIs have been added to the list by the vice dean for the academic affairs with the approval of Collegeâ&#x20AC;&#x2122;s Faculty Board.

and students are placed in the college computer laboratory to access the online surveys on UD Quest through their university ID or through their own digital devices DQAA

4. PERFORMANCE INDICATORS OF COD STRATEGIC PLAN

collects and analyses the results, and forwards the report to the college dean.

The first strategic plan of the college has been developed and implemented. Progress of

the strategic plan will be monitored through performance indicators identified for action

For paper based surveys, the tool is distributed to the students in the class.

All filled surveys are collected, verified and data entry done for analysis and reporting at

plans, so as to accomplish the objectives and goals.

Q&D.

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5. EXTERNAL REVIEWS The college administration strongly believes in fostering quality practices and culture and practices in the college. In addition to internal mechanisms, the review and assessment of the program is done on a regular basis by international experts and certification / accreditation agencies to ensure and to endorse high quality of the program and college processes. An External Advisory Board (EAB) has also been established comprising of national and international experts in the field. EAB has defined responsibilities for program development, review and improvement. The external reviews also include quality evaluation survey from employers and Program Directors of CoD graduates. 6.

CLINICAL QUALITY ASSURANCE:

Providing quality oral and dental clinical services to the community is an important aspect of the Collegeâ&#x20AC;&#x2122;s mission statement. The Vice Deanship for Clinical Affairs is responsible for developing and implementing quality standards and practices in the dental clinics and laboratories of the college. Followings components of clinical quality assurance plan will be implemented by the Vice Deanship for Clinical Affairs.

6.1 Medical Record Review

6.2 Patient Satisfaction Survey

6.3 Patient Complaints Handling

6.4 Infection Control Guidelines

6.5 Protocol for Needle Stick Injury

6.6 Protocol for Adverse / Critical Incidences

Results of reviews, survey and reports of adverse/critical incidences will be submitted to the Vice Dean for Clinical Affairs and Quality Assurance and Improvement Committee for their review and actions. 7. RESEARCH AND SCHOLARLY ACTIVITIES: University of Dammam and College of Dentistry have great focus on research and scholarly activities. Deanship for Scientific Research at the University and Vice Deanship for Postgraduate Studies and Scientific Research at the College promote research and scholarly activities in their jurisdiction. They encourage and facilitate faculty and staff to acquire grants and engage in research, independent and collaborative both to position the college among institutions well known for their research outputs. They have their mechanisms to monitor the performance for the assigned tasks and goals. Additionally, the Vice Deanships for Quality and Development and Post Graduate Studies and Scientific Research will collaboratively institute quality evaluation survey from the faculty as stated above and also from the Program Director of the CoD graduates pursuing Post graduate studies abroad. Results of these surveys will be shared with the Dean, Vice Dean for Post graduate Studies and Scientific Research and clinical committee. II. MONITORING OF QUALITY ASSURANCE ACTIVITIES: It is essential that monitoring and evaluation information be communicated to the necessary individuals and departments throughout the community. Such interaction of information will begin with the senior management of the University and College and then disseminated to the teaching staff, students and EAB. Evidence of correspondence and minutes of meetings will be kept, and reports forwarded to the Q&D. Integrating quality improvement information contributes to the detection of trends, performance patterns, or potential problems that affect more than one department or clinics of the college. It also allows the information gathered to be used in performance evaluations and subsequent improvement planning.

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1. Self-Study Processes:

Periodic Self-Study of the program: It will be conducted every three years

be required to submit an annual report of their activities on the prescribed template. The

with the establishment of committees by the college dean with defined responsibilities.

committees will submit their report to the college dean and Q&D. The VD Q&D will

The final report will be prepared by the Q&D and submitted to the NCAAA through

prepare a summary report of committee activities with suggested action plans for any

college dean and DQAA at the University.

improvements as identified by the committees and forwards it to the College Dean and

Faculty Board.

1.1

1.2

Course Report: All course directors must submit a course report on

1.4

1.5

Annual Committee Report: All functional committees of the college will

NCAAA template at the conclusion of every semester, including any improvement

Faculty and staff self-evaluation: All faculty and staff are required to

strategies for the issues or problems identified during the delivery of the course or

self-assess their performance and to submit this to their departmental heads for further

through a course evaluation survey. These reports will be reviewed by the departmental

evaluation and actions if needed.

chair / departmental board for approval. The approved reports will be forwarded to the Vice Dean for Academic Affairs (VD AA) and Quality and Development. A committee

2. Quality Evaluation Surveys:

will be constituted by the VD AA comprising of representatives from academic affairs,

department of dental education (DDE) and Q&D.

monitored by the VD Q&D in coordination with the concerned departmental head.

The committee will:

review all course reports, prepare a summary report for all courses

address the indicated areas for improvement.

compile all action plans for implementation and monitoring of their progress.

facilitate the implementation of action plans and liaise with the administration

Q&D for monitoring the implementation and progress of the action plan.

a. b. c. d.

All survey results which indicate the need for improvements should be An action plan should be drawn up by the applicable departmental head to This action plan will be submitted to the office of the vice deanship for

for the required resources.

present progress report to the College Dean, VD AA and Q&D

vice deanship for Q&D for verification of the impact of the envisaged improvements.

1.3

Annual Program Report (APR): The vice deanship for academic affairs will

The results of the anticipated changes will be submitted to the office of the Reports of other surveys i.e. alumni, employers and program directorâ&#x20AC;&#x2122;s for

prepare an annual program report following NCAAA guidelines and template at the end

COD graduates will be submitted to the college dean and VD AA by VD Q&D and

of each academic year and submit it to the college dean and Q&D. The dean assigns

improvement actions will be developed and implemented based on the feedback.

the task of program quality monitoring to the academic affairs, curriculum and quality assurance and improvement committees. These committees will follow-up with the action plans recommended in the APR and monitor KPIs as well. This group will prepare and present a monitoring report to the dean for information and any required decisions/ actions.

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Clinical Quality Assurance:

for Clinical Affairs by office of the vice deanship for Q&D and improvement actions

Above mentioned components of clinical quality assurance plan will be monitored

planned and implemented based on the received feedback and survey results. An annual

by the vice deanship for clinical affairs in coordination with the vice deanship for quality

report of the improvement action plans and their progress will be prepared by the VD

and development. Action plans will be developed when and where needed as a result of

Q&D in consultation with the concerned departments and submitted to the dean for

monitoring and reports submitted to the College Dean. The vice deanship for quality and

information and approval.

development will ensure implementation and follow up on action plans with the vice

deanship for clinical affairs and report back to the Dean for the progress.

Reports for patient satisfaction survey will be submitted to the Vice Dean

3. Monitoring of Key Performance Indicators (KPIs) and Performance Indicators of COD Strategic Plan:

6. Research and Scholarly Activities:

The VD Q&D will monitor results of KPIs for program and performance indicators for

COD Strategic Plan in coordination with the concerned departments / committees on a

Development at the College monitor research activities through faculty satisfaction survey

regular basis and submit an annual progress report to the college dean and the respective

certain defined KPIs and other indicators such as:

departmental heads for their review and feedback.

6.1

Number of approved vs disapproved research proposals in an academic year

6.2

Number of research grants acquired by the college faculty and staff

4. External Reviews:

6.3

Number of nominations and awards obtained by the faculty and staff

The reports and recommendations by the external reviewers are submitted to the Dean.

6.4

Number of publications in scientific and peer review journals

The Dean forwards and carefully reviews the report with the Vice Deanship for Quality

6.5

Number of integrated researches in a year

and Development. The recommendation for improvements are assigned to different

6.6

Number of Staff members representing papers and scientific research

committees for developing action plans to accomplish the recommendations. These

6.7

Number of teaching staffs sharing their research with undergraduate students

action plans are implemented through Deanâ&#x20AC;&#x2122;s office and Vice Deanship for Quality and

in teaching.

The Vice Deanships for Postgraduate Studies and Scientific Research and Quality and

Development is given responsibility to work closely with the committees, monitor and prepare annual report for accomplishments and submit it to the Dean.

Report on these indicators will be prepared by Vice Deanship for Quality and Development in coordination with the Vice Deanships for Postgraduate Studies and Scientific Research at the end of academic year. Researches with longer duration will be presented in the subsequent year report. A consolidated report will be submitted to the Dean office for information, feedback and approval.

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POLICY

AND

PROCEDURE FOR IMPROVEMENT

CONTINUAL

Consolidated reports for the above mentioned quality assurance activities will be presented to the senior management and college faculty board for information, reviews and any decisions where needed. The survey and KPIs results will be shared with the relevant stake holders to keep them informed about any improvements which resulted from their feedback and interest in the improvement of the program and the college.

III. RECORD KEEPING: A record of all quality assurance activities (electronic and paper based as the case may be) will be maintained by the Vice Deanship for Quality and Development. Any request for the release of confidential information will require the approval by the College Dean.

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POLICY STATEMENT:

DEFINITIONS:

The purpose of this policy and procedures is to provide documented system for seeking

1. Correction

opportunities on continuous basis to improve the effectiveness and efficiency of the

quality management system of the BDS Program and the College.

situation / error. A correction can be made in conjunction with a corrective action.

Corrective Action

RESPONSIBILITY:

Action to eliminate the cause of detected non-compliance or other un-desirable

1. Dean

situation.

Vice Deans

Preventive Action

Departmental Heads and Chairman

Action to eliminate the cause of a potential non- compliance or other undesirable

Faculty members

potential situations.

Assisting and support staff

•

Action to eliminate the detected non-compliance or reported incident / adverse

Corrective action is taken to prevent recurrence whereas preventive action is taken to

6. Interns

prevent occurrence.

7. Students

•

All faculty member are encouraged to identify opportunities for improvement in the

PROCEDURE:

College’s Quality Assurance and Management system by raising the “Corrective /

1. Improvement

Preventive Action Request” (CPAR) through their department or directly to the office of

The improvements may be identified in the following manner:

Vice Dean for Quality and Development.

Initiating corrective actions on recurring problems

The assigned staff of the Vice Deanship for Quality and Development (VDQ&D) office

Initiating preventive actions on potential non-compliance / any anticipated

will be responsible for:

situation

•

Maintaining the “Corrective / Preventive Action Log”

•

Following up “Corrective / Preventive Action Log”

The concerned departmental head is responsible for implementing the corrective and

There can be more than one cause for potential non-compliance.

Providing written recommendations/suggestions for improvement

Initiating Corrective Actions

Corrective Actions may be initiated in the following cases:

preventive actions related to his department within the specified timeframe.

• Complaints by faculty, staff, students, interns and patients

The departmental heads are responsible for reviewing quality evaluation surveys and to

• Non-Compliance Reports from internal and external reviews / audit

identify improvement opportunities from feedback / reports.

• Outputs from committee meetings and reviews • Outputs from data analysis • Outputs from Quality Evaluation Surveys • Process Analysis • Identification of major non- compliance or recurrent problems

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Requesting and processing of Corrective and Preventive Action Request

(CPAR)

3.1

CPAR can be initiated by any person for any observed or potential

non- compliance anywhere in the college and submitted to the office of Quality and

Implementation of Corrective Action

When a corrective and preventive action is decided upon, it will be implemented on

trial basis and results closely monitored. Further measures or changes in the measures may have to be made during the trial period until satisfactory results are attained.

Development (Q&D). The request should contain a description of the problem / issue that needs to be corrected and is addressed to the respective in-charge of the concerned area

Verification of Corrective Action

where problem occurred.

5.1

On or immediately after, the due date of implementation of a corrective

Assigned Q&D staff will review and enter the corrective action into

action, the originator, designated member of the Q&D and concerned department’s

“Corrective / Preventive Action Log” and forward it to the concerned departmental

member in Quality Assurance and Improvement Committee (QAIC) will follow up the

representative in QAIC.

progress to determine if the corrective action has been implemented and if it is effective.

3.2

3.3

Departmental head in consultation with his QAIC member will assign the

5.2

When there is objective evidence that the corrective action is effective, the

task to either departmental or cross-functional committee or an individual to identify the

“Corrective / Preventive Action Log” can be closed by Q&D office.

root cause(s) and suggest the corrective action(s).

is agreed upon.

3.4

The responsible person / departmental or cross-functional committee will

5.3

investigate the causes of the problem that initiated the request. The investigation process

includes:

they are incorporated in the quality system by making suitable changes in the relevant

• Interviewing the concerned persons to gather their views about the possible causes of non- compliance/problem/issue/concern • Observing and examining the concerned processes and related records where required • Examining the supplier and his supplies, where required.

5.4

If more work is needed to fully implement the action, a new follow up date When the corrective and preventive measures are found to be effective,

documents such as policies and procedures, rules and regulations, administrative functions, course and program specifications and quality system procedures.

5.5

The corrective actions log will be kept at Q&D office and reviewed at the

end of each semester for monitoring progress of issues and preparing annual report at the end of academic year.

• If appropriate, make use of statistical techniques and/or problem solving tool to determine root cause(s).

3.5 Responsible person / departmental or cross-functional committee then propose a

corrective action to be taken and indicate the date by which the corrective action will be fully implemented.

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Preventive Actions

Preventive actions are taken to eliminate any potential causes of non-compliance

•

If the suggestion is not to proceed further, the initiator is informed.

•

If the suggestion is rejected, the reason for its rejection is given and the one

to college / university policies and procedures and quality standards.

who suggested it is informed.

The need for preventive action is brought out by analysis of the following

•

In case the suggestion is approved, the concerned departmental head

assigns it to a staff or cross functional / departmental committee and target date for

information: • Statistical data for quality monitoring (Surveys, KPIs, dental clinics performance, research output etc.)

implementation of suggestion. The concerned department head and Q&D staff may take it further to the concerned vice dean/s and committee(s). Q&D staff and concerned

• Course and Annual Program Reports

department’s QAIC representative are responsible for follow up of suggestion’s

• Students examination and assessment

implementation. When it is verified that the suggestion has been effectively implemented,

• Students Advising and Counseling

it is closed in the “Suggestion Log”, kept with Q&D office (refer 5.5 above please).

• Incidents reports ( Administrative, clinical and academic) • Patient Feedback / complaints

Patient Feed Back

• Feedback from faculty, students and staffs

Patient’s Feedback is received through:

• Internal / external reviews – Observations and recommendations for improvements

• Patient Satisfaction Survey

• Medical record reviews

• Complaint

• Performance reviews of processes, functions, equipment and suppliers etc.

• Suggestion

The procedure for processing, implementation and follow-up of preventive actions

is the same as described in subsection 1, 4, and 5 above.

Patient Satisfaction Survey:

Patient Satisfaction Survey is conducted on regular basis to monitor their

satisfaction, identify needs and expectations

Suggestions from Students, Faculty and Staffs

The College of Dentistry’s administration encourages students, faculty and staffs to

make suggestions or recommendations for improvement in quality management system. Any person can give suggestion to the office of VDQ&D. The Q&D staff will review all suggestions with the concerned departmental head for review and action.

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b) Complaint:

All the verbal and written complaints are directly handled by Patients Relations

POLICY AND PROCEDURE FOR MONITORING STUDENTS AWARENESS WITH COD POLICIES AND PROCEDURE

Officer at the dental clinics, who tries to resolve the complaint with the patient. If the complaint is not resolved then it is logged, analyzed and corrective and preventive action taken if and where needed. The response to the complaint is communicated to the patient in four weeks, depending upon the nature of complaint. c) Suggestion:

Suggestions are received from the patients through â&#x20AC;&#x153;Patient Satisfaction Survey

Formâ&#x20AC;?. Patients fill this form and drop in the Suggestion Box located at various designated places.

All Suggestions Boxes are unloaded every Thursday afternoon by the representative

of the Q&D office. The data is then logged and analyzed. During analysis the patient may be contacted for further details where necessary.

After analysis corrective and preventive action is taken and communicated to the

patient through phone or letter. All actions are taken in four weeks, depending upon the nature of the complaint. For record and analysis, please see 5.5 above.

Committees Meetings

Status of corrective and preventive actions and suggestions should be presented

in departmental and functional committees meetings as input from various stake holders of the college. Designated Q&D staff will compile the status of corrective and preventive actions and suggestion with results (any changes and improvements in the processes, systems, policies and procedures) and submits it to the office of VDQ&D for dissemination of status / results to concerned departmental heads, Vice Deans and College Dean

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POLICY STATEMENT:

Policies and procedures provide a solid framework for functioning of any organization

scheduled by the Vice Deanship for Quality and Development. Students who will not

and system. It is essential for stake holders to be well conversant with institutional

pass/attend in second attempt will be allowed to sit for quiz 1 of the semester but their

policies and procedures. Students being the nucleus of dental education program at the

grades will be held.

College of Dentistry – University of Dammam are expected to be aware of all policies

and procedures that guide and affect their campus life at the College. To ensure this, Vice

pass the PPQ or as otherwise instructed by the College Dean.

Students not able to achieve the passing percentage will retake the test as

Students will not be allowed to sit for quiz 2 of the semester until they

Deanship for Quality and Development at the College (VD Q&D) will execute a PPQ “Policies and Procedures Quiz”, 3 weeks after New Students orientation at the beginning of new academic year. RESPONSIBILITY: 1. Dean

Vice Dean for Academic Affairs

Vice Dean for Female Affairs

Vice Dean for Quality and Development

College Registrar

6. Students PROCEDURE:

The Vice Deanship for Quality and Development will develop questionnaire

(MCQs and True or False) covering policies and procedures applicable to students.

The PPQ will be administered according to planned schedule for all enrolled

dental students, males and females.

Results are announced and students scoring results 70% and more will pass

the test.

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PART V Policies and Procedure for Vice POLICY AND Deanship for Post PROCEDURE Graduate Studies FOR and VICE DEANSHIP Scientific ResearchFOR POST GRADUATE STUDIES AND SCIENTIFIC RESEARCH

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POLICIES, PROCEDURE AND GUIDELINES FOR RESEARCH

POLICY STATEMENT: Research is primarily considered the leading object of University of Dammam according to the charter. Research Unit (RU) of the College of Dentistry, University of Dammam strives to enhance the scientific quality of research proposals, heighten the scholarship, and promote the ethical practice particularly in the discipline of dentistry. The major role of the RU is to ensure that research proposals prepared by students, residents and interns affiliated with the department reflect rigorous adherence to high scientific and ethical standards. Prior to submission to funding agencies or initiation of internally supported research, the Unit reviews and evaluates the scientific and technical merits of all research proposals planned by undergraduate students, interns and faculty of the college and collaborating faculty who have a major role in the study. In addition, the Unit serves as a preliminary screen for issues concerning potential risks and benefits to human subjects and the welfare of animal subjects. Reviews and research consultations are provided by the Research Unit to the research or the group of researchers. The RU developed policy and procedure are for the students, interns and the faculty staff along with Guidelines (Annexure 2.a), Forms (Annexure 2.b) and Assessment Sheets (Annexure 2.c). RESPONSIBILITY:

Vice Dean for Post Graduate Studies and Scientific Research

Faculty members

3. Staff

Interns

5. Students,

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POLICIES & PROCEDURES:

2.6.

The researcher must allow 2-4 weeks before receiving an answer.

2.7.

The final research proposal must be pre-approved by the internship program

Undergraduate’s research: Undergraduate students are required to conduct research

as a part of their curriculum to enhance their research skills.

director.

1.1.

A student or a group of students shall select a topic of research.

1.2.

The research topic requires a written pre-approval by the Research Unit

encouraged to participate in the "Annual College of Dentistry's Best Research Award".

(RU).

1.3.

An undergraduate research proposal form (Form 1) must be completed by

Best Research Award for Students: All undergraduate students including interns are 3.1.

An abstract must be submitted to the RU's registrar office no later than mid-

March of each year. (approximately 6-8 weeks prior to the annual symposium)

the student, reviewed by his research mentor, and submitted to the RU's registrar office.

3.2.

1.4.

The RU will review the proposal for approval.

all successful candidates 4 weeks prior to the annual symposium date.

1.5.

Once the research project is approved, a written research approval letter

3.3.

The RU will review all abstracts. Then, participation letters will be sent to A review panel (nominated members from the RU) meeting will be held

will be sent to both the undergraduate student and his mentor.

during the symposium to grant the award during the closing ceremony.

4. Faculty’s Research: Faculty members are highly encouraged to expand knowledge

1.6.

The researcher must allow 2-4 weeks before receiving an answer.

2. Intern’s research: An intern or a group of interns are required to conduct a research

by conducting a scientific research. The RU should have complete and detailed database

as a prerequisite for their graduation to improve their skills and knowledge in research

for any research activity done in the College of Dentistry or under its name (Publications,

and research methodology and evidence based practice.

Projects, and Grants).

2.1.

An intern or a group of interns shall select a research topic.

2.2.

The interns' research topic requires a written pre-approval by the Research

their publications in the last year to the registrar office of the RU.

Unit (RU).

2.3.

Internship Program Research Project (Form # 2) must be completed by the

4.1. 4.2.

At the end of each academic year all staff members should submit list of An abstract of any research project that will be done in the College of

Dentistry or under its name should be submitted to the registrar office of the RU.

intern, reviewed by his research mentor, and submitted to the RU's registrar office.

budget, and progression of their research. ANNEXURE 2 (a)

2.4.

The RU will review the proposal for approval. The proposal then might

4.3.

Principle investigators should inform the RU about their accepted grants,

be returned for revision according to the Internship Quarterly Research Progress Sheet (Form # 3) or will require submission to the university's ethical committee.

2.5.

Once the research project is approved, a written research approval letter

will be sent to both the interns and their mentor.

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ANNEXURE 2 (a)

5. Prior approval of Ethical Committee: is required in case of Research includes human research mainly comprising pregnant women, human neonates, prisoners, children, adults who lack capacity in research, animal experiments research, which includes any type of radiation that includes hazardous materials.

5.1.

Completed proposal with clear methodology should be submitted to the

Registrar of the Research Unit.

5.2.

Research project will be scheduled to the first coming meeting of the

Research Unit.

5.3.

If the research project requires ethical approval it will be forwarded to the

Ethical Committee of Dammam University through the representative of the College. If the RU decided that the project does not need an ethical approval, the PI will be given a letter indicating there is no need for ethical approval.

5.4.

Decision of the Ethical Committee, University of Dammam will be

received by the Research Unit and forwarded to the principle investigator

RESEARCH GUIDELINES:

A. LAYOUT OF RESEARCH SYNOPSIS/ PROTOCOL:

A.1.

The protocol should not exceed 1000 words or 4 pages of A4 size paper

excluding proforma / questionnaire.

A.2.

The protocol should be submitted under a covering letter. The protocol

should contain objective(s) of the study and should be based on the data collected by the candidate.

A.3.

Research work must be initiated after receiving approval from the RU.

A.4.

A similar research should not have been conducted during the last five years

at the same institute/ organization where the researcher to conduct his/her research work.

A.5.

The topic must be chosen very carefully. It must be of contemporary interest

or innovative in nature.

A.6.

Contents of the synopsis/ protocol of research include:

Title: Appropriate title that must reflect the rationale of study.

Introduction/ background: containing comprehensive review and rationale of

the topic to be selected for research and should not exceed 250 words.

Objectives: Specific or multiple objectives should be written following

SMART criteria.

Operational definition or major outcome measures.

Design: Clearly mention the research design specific to the observational or

experimental study.

Duration of study: Minimum duration of the research should be 6 months

after the approval of research protocol

Setting: Place of the study to be carried out e.g. emergency or treatment

clinic/ unit and name of department of the college etc.

Sample size: Sample size in terms of exact number of subjects/ cases based

on the scientific reason should be mentioned.

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B.3.

Font size for text should be 12 and for heading, font size should be14 bold.

random or non-random sampling technique should be written.

B.4.

Manuscript should consist of 2 parts. Part-1 should cover the prefatory

elements title page, list of authors with qualifications and contact details, contribution of

i) j)

Sampling technique: Technique of the sample collection specific to the Sample selection criteria: Inclusion and exclusion criteria for the study

sample for controlling bias and confounding factors should be explained.

the authors, acknowledgement, list of contents, list of tables and list of figures etc. Part-2

should cover the report write up and annexure.

Data collection procedure: It must contain the steps of data collection

include source of data, ethical consideration, use of innovative technique, main outcomes

in terms of variables and contents of data collection tool/ proforma.

Roman numbers and Arabic numbers.

Data analysis: The plan for statistical analysis includes use of statistical

B.5. B.6.

Page numbers of part-I and part-II should be given respectively in the Separate page for each table/ figure and should be properly captioned and

software, appropriate statistical methods and inferential test statistics should be written.

key features (if any) should also be given along with the table/ figure.

References: Citation (Recent & not less than 5 in numbers) of the source of

B.7.

There should be limited number of tables and figures. The contents/ data

material includes books, journals, reports, websites etc. in the form of list preferable by

presented in table/ figure should not be repeated in text.

following Vancouver style of citation.

B.8.

Contents of part-II/ study part are following:

Abstract/ Executive summary which must contain brief but comprehensive

Annexure like data collection form/ proforma, questionnaire, standard

operating criteria etc.

description of the research report into 250 words; it may be structured or unstructured format.

B. LAYOUT OF RESEARCH REPORT/ MANUSCRIPT:

The major steps in research report/ manuscript writing are planning, preparation to

of scientific research (approximately 10% of total words), should focus the scientific

organize the research material, time and resources, following the research protocol,

research question, hypothesis, importance of the topic, intension to derive new concept,

supervision of research mentor/ supervisor, developing work plan for data collection,

novelty of the research topic and formulation of aim and objectives.

analysis and report writing as there is no rule which says you must first do all your

research, and then spend three weeks for writing it up. Ensure that manuscript is written

and of the main themes or issues covering the past research and studies from relevant

in accordance with the format of the report/ manuscript writing and finally present.

journals, books, newspapers, etc. with citation of the authorships (approximately 20% of

total words).

B.1.

The report/ manuscript may be in the form of computerized composed

Review of literature: Comprehensive review of what is already known

printed document on A4 size paper landscape page payout.

techniques and procedures used in the investigation and statistical procedures used for

B.2.

Page margins for whole document should be 1.20Ë? (3 cm) from each side i.e.

left, right, top and bottom.

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Introduction/ background of the topic under study containing the rationale

Methodology: Comprehensive description and evaluation of the methods,

data analysis in accordance with the research protocol.

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Results: A systematic presentation and interpretation of collected data by

using appropriate statistical methods and inferential tests. Results may be summarized in terms of tables and graphs.

Discussion: Review and comparison of research findings with that of other

research reports with the references of the authorships. Debate on the similar or variant findings include the appropriate reasoning, strengths, limitations, recommendations and conclusive concepts of the presented research (approximately 20% of total words).

Conclusion: Sum up the main points of the argument, new findings and

concepts of the presented research and suggestions for the future researches.

References: Citations (Recent & not less than 20 in numbers) of the source

of material includes books, journals, reports, websites etc. in the form of list preferable by following Vancouver style of citation.

Annexure like data collection proforma, questionnaire and standard criteria

Copy of approved research protocol.

etc.

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POLICY ON PROCUREMENT AND MANAGEMENT OF RESEARCH EQUIPMENT

POLICY STATEMENT Prior to purchase, it must be determined that the desired equipment is essential to a research project and not already available and accessible in another academic unit of the college or university. Designation of Research Equipment Research equipment is defined as any apparatus used primarily for research. Computer software is not usually included as research equipment, and personal computers/printers are usually considered general office equipment and not research equipment, unless it can be demonstrated that they are used directly in the conduct of the research. RESPONSIBILITY Several individuals/groups are responsible for the procurement, management, transfer, and disposition of research equipment. These include the following:

Principal Investigator (PI): responsible for identifying the need for research

equipment;

determining if such equipment is already available on campus, and (if

appropriate) initiating purchase of new equipment. The PI must ensure that all research equipment under their jurisdiction is being properly used and maintained.

Department Chairs/Directors: responsible for assuring that all research

equipment under their purviews are accurately accounted for and properly utilized.

3. Vice Dean for Post graduate Studies and Scientific Research: responsible for (1)

maintaining an accurate inventory of each item of research equipment, and (2) assisting in the shared use of research equipment by identifying available items through current inventory records.

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PURCHASE OF RESEARCH EQUIPMENT

SHARED MAINTENANCE/OPERATING COSTS

Once the need for research equipment is established and the funding source is identified,

Maintenance and operating costs may be shared by investigators in proportion to their

the PI must submit a purchase request to the Vice Dean for Post graduate Studies and

anticipated shared use. Agreements must be written and signed by the investigators and

Scientific Research, who will forward the document to the appropriate unit for payment

their respective supervisors (department chair, vice dean, etc.) prior to obtaining the

and procurement.

equipment. Original, signed documents will be filed and maintained in the Office of the

Vice Dean for Post graduate Studies and Scientific Research.

TITLE TO RESEARCH EQUIPMENT Title to research equipment purchased with grants or other contract funds must be

DISPOSITION OF RESEARCH EQUIPMENT

granted permanently to the College / University (“College / University-owned”) unless

Sponsor-owned research equipment that becomes unserviceable or is no longer needed

retained by the funding agency (“sponsor-owned”) if the contract indicated so. Specific

by the PI to conduct the sponsored research should be reported to the Office of the Vice

information regarding title to research equipment will be written into the individual

Dean for Post graduate Studies and Scientific Research. Arrangements should be made

grants and contracts.

to return the unserviceable or unnecessary equipment to the sponsor for disposing off the equipment, or initiate a title transfer to the university. Similarly, when a sponsored

MANAGEMENT AND MAINTENANCE OF RESEARCH EQUIPMENT

research program has been completed or terminated, arrangements should be made

PI’s will be held responsible for the custody, care, and maintenance of all research

to return any sponsor-owned research equipment to the sponsor if conditioned in the

equipment acquired through their grants, contracts, and other agreements. An asset

agreement.

tag shall be affixed to each item, which will become the property control identifying number. After the equipment is identified in this manner, all equipment information will be maintained in the Office of the Vice Dean for Post graduate Studies and Scientific Research, which will conduct a physical inventory of all research equipment at least biannually. PI’s are responsible for informing their respective department chairs/directors regarding significant changes in the location, condition, transfer, and/or disposition of all research equipment. Consequently, the department chairs/directors will immediately forward this information to the Office of the Vice Dean for Post graduate Studies and Scientific Research. Maintenance logs for each piece of equipment will be maintained by the PI and subject to review by the Office of the Vice Dean for Post graduate Studies and Scientific Research.

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POLICY ON RESEARCH EQUIPMENT SAFETY POLICY STATEMENT The College of Dentistry - University of Dammam recognizes that the correct selection, use and maintenance of equipment are essential to minimize the risk of injuries to staff, students and visitors. DEFINITION â&#x20AC;&#x153;Equipmentâ&#x20AC;? includes installations, machines, appliances and tools for use at work. This broad definition includes a wide range of equipment from simple hand tools to complex machines, and is intended to include furniture, IT equipment and disposable items. RESPONSIBILITY

Vice Dean for Post graduate Studies and Scientific Research

Laboratory Technician

Principal Investigator

1. ARRANGEMENTS Vice Dean for Post graduate Studies and Scientific Research must ensure that, at the time of purchase, the selected equipment is appropriate for its intended use. They must also ensure that all activities involving work equipment undergo a Risk Assessment to manage the risk of injury to staff, students, and visitors

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This will include:

•

installation and adjustments

•

normal use

• maintenance • breakdown • removal The Risk Assessment should consider the following:

•

suitability of work equipment for its intended purpose;

•

desired schedule of inspection and maintenance;

•

mechanical, electrical, radiation, thermal, noise, vibration, materials and

substances, and ergonomic hazards of work equipment and control measures;

•

training and supervision requirements for staff and students working with

this equipment;

•

formal instruction and information imparted to staff and students;

•

monitoring procedures;

•

list and timing of necessary inspections; and

•

log of maintenance, testing, and repair.

Vice Dean for Post graduate Studies and Scientific Research can delegate

The risk assessment must be documented whenever a significant risk of

injury has been identified, or if there is need for additional training, maintenance or inspection.

Vice Dean for Post graduate Studies and Scientific Research must ensure

that risk assessments, inspection records, and maintenance logs are maintained for a minimum of 5 years.

Staff and students must use work equipment according to instructions

and training, and must report defects in work equipment to their departmental head / supervisor.

The Vice Dean for Post graduate Studies and Scientific Research will

designate a member from his office / Scientific Research Committee of for risk assessments and reporting non-compliance to him.

this task to research laboratory staff who will ensure that the equipment is inspected and maintained by competent individuals according to manufacturer’s specifications. Appropriate training, information and instruction for staff and students should be carefully documented to ensure that the equipment is used correctly.

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POLICY ON SAFETY AND SECURITY OF RESEARCH EQUIPMENT

POLICY STATEMENT The intent of the Policy on Biosafety is to protect public health and safety, animal and plant health and safety, and animal and plant products by:

•

providing a mechanism for determining where select agents and toxins are

located;

•

ensuring that their transfer, storage, and use can be tracked;

•

screening of personnel with access to select agents or toxins; and

•

requiring those in possession of select agents and toxins to develop and

implement effective biosafety, security, and incident response plans and procedures. RESPONSIBILITIES

Laboratory Personnel

Laboratory personnel under the direct supervision of a Principal Investigator,

Researcher, or Lab Director have the responsibility to:

•

know the specific hazards of the select agent and toxins utilized in their

work and how to access additional information on these agents;

•

immediately inform the university security of any suspicious activity or

persons, theft, or emergency related to select agent use areas;

•

immediately inform the lab supervisor, principal investigator, or lab director

of any: o loss or compromise of their keys, passwords, or combinations to areas where select agents and/or toxins are used or stored; o suspicious use of select agents or toxins; o loss or release of a select agent or toxin; and o suspected alteration or compromise to inventory records.

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•

provide required information for inventory access and acquisition, room

•

ensure that:

entry/exit, and transfers of select agents;

o transfers comply with regulatory requirements;

o safety, security, and incident response plans are developed and implemented;

•

ensure that unauthorized individuals are either escorted or denied entry

o security staff and University Biosafety Officer is immediately notified in the

into select agent areas;

•

comply with the following safety practices:

event of a loss, theft, or release; o all required records are completed and maintained indefinitely;

o wearing and properly maintaining any personal protective equipment

o only approved individuals are allowed access to select agents and toxins;

necessary to perform each assigned task;

o individuals are trained on the requirements of this program, as well as

o properly using engineering controls and safety equipment; o following good personal and laboratory hygiene practices;

university and lab-specific security, safety, and incident response procedures; o annual mock drills or tabletop exercises and information-sharing sessions are

o participating in all required training; o reading, understanding, and signing off on laboratory-specific procedures

conducted with local emergency responders; and o experiments involving the transfer of any drug resistance trait or the formation

and training; o informing the lab supervisor if any deficiencies are noted in the laboratory facility, equipment, and procedures; o ensuring all waste is properly packaged and promptly disposed of; o reporting, to the lab supervisor, any accident that results in injury or exposure to a hazardous substance; and o knowledge of all emergency procedures and what is expected of them during an emergency.

Laboratory Director, Principal Investigators, Researchers Laboratory

of a lethal toxin are not conducted unless approved by the University Biosafety Officer and the Vice Dean for Postgraduate Studies and Research.

•

comply with responsibilities which will include: o ensuring all laboratory work is conducted in accordance with this program

and all applicable guidelines regarding laboratory safety; o selecting the appropriate control practices for handling hazardous substances; o preparing procedures for response to accidents/incidents involving hazardous substances;

Supervisor

o preparing lab-specific policies and procedures;

o ensuring that laboratory employees are properly trained on the hazards and

They shall assume responsibility for the daily operations of a laboratory or group

of laboratories and shall

•

determine whether or not labs under their direction must comply with this

•

o ensuring that engineering controls and safety equipment are properly maintained;

program;

how to handle hazardous substances in the laboratory;

Officer;

•

complete a risk assessment for each select agent or toxin;

•

annually review safety, security, and incident response procedures;

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o working with the University Biosafety Officer to correct any laboratory

POLICY ON MONITORING RESEARCH STRATEGIC PLAN

deficiencies; o ensuring all abandoned hazardous material is promptly disposed of; o conducting regular self-audits; and o completing all necessary accident and incident reports in a timely manner.

Dean / Vice Deans / Department Heads

Deans, Vice Deans and Department Heads shall assume overall responsibility for

ensuring their respective department and faculty complies with the requirements of this program.

Accordingly they shall:

•

be aware of the requirements of this program;

•

ensure that Laboratory Director, Principal Investigators, Researchers, and

Laboratory Supervisors are aware of the requirements of this program; and

•

ensure all facilities and activities under their supervision comply with all

regulations/guidelines regarding health and safety. RESEARCH BIOSAFETY PROGRAM: The Research Biosafety Program is established at the College to

•

Protect personnel from exposure to infectious agents or other viable research

biological materials that may cause harm to them or others.

•

Protect patients, visitors, and others not employed by the college/university

that may be on the premises or in proximity of research biohazards.

•

Prevent research bio hazardous waste and inadvertent release of bio hazardous

materials from causing harm to the environment.

•

Provide an environment for high quality research and/or clinical care

•

Comply with applicable laws

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POLICY STATEMENT: In the context of the recent rapid growth in sponsored program activities at University of Dammam, College of Dentistry, the Vice Deanship of Postgraduate Studies and Scientific Research (VD PGS&SR) has introduced efficiencies by enhancing the research administration function though electronic tools and centralized information on proposals and awards. One of these innovations has been the development of a web-based data portal that queries information as a function of faculty, departments, colleges, and centers. The system is now capable of producing standard reports that are regularly used by the College to monitor research productivity in terms of specific indicators such as proposals and external awards. VD PGS&SR will continue to develop its reporting system to provide additional information and mechanisms that can be used, on a quarterly basis, to monitor progress in moving toward our national research goals. The following information will be tracked for benchmarking progress in increasing extramural funding:

•

Number of competitive proposals and awards,

•

Proposal success rates,

•

Proposals, awards and funding in specific research priority areas,

•

Number of proposals and awards above SAR500,000, and

•

Number of multidisciplinary proposals and awards.

Further, the VD PGS&SR will also provide enhanced financial expenditure report services to assist in monitoring account balances to ensure expenditures remain in line with grant budgets.

College of Dentistry Dammam-Al Nawras (formerly Petromin) King Faisal Street ( coastal road) Tel: 00966 13 8574928 Fax: 00966 13 8572624

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