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TABLE OF CONTENTS
1.0 WELCOME........................................................................................................................52.0 SCHOOL ORGANISATION...........................................................................................6
2.1 SCHOOL PROFILE..........................................................................................................62.2 GENERAL INFORMATION............................................................................................7
2.2.1 School Address...........................................................................................................72.2.2 School Hours..............................................................................................................72.2.3 Persons to Call in Case of Emergency.......................................................................82.2.4 Important Numbers to Call in Case of Emergency....................................................8
2.3 ORGANISATION.............................................................................................................82.3.1 Board of Trustees.......................................................................................................82.3.2 Management Team.....................................................................................................92.3.3 Organigram.................................................................................................................9
3.0 SCHOOL POLICIES........................................................................................................93.1 EMPLOYEE RELATIONS PHILOSOPHY:..................................................................10
3.1.1 General Policy..........................................................................................................103.1.2 Career Advancement Policy.....................................................................................10
3.2 RELATIONSHIP WITH OUTSIDE PARTIES:.............................................................103.3 DRESS POLICY FOR STAFF........................................................................................11
3.3.1 Dress for Women......................................................................................................113.3.2 Name Tags................................................................................................................11
3.4 EATING...........................................................................................................................123.5 OTHER ISSUES:.............................................................................................................12
3.5.1 Confidentiality..........................................................................................................123.5.2 Exclusivity................................................................................................................133.5.3 Drugs and Alcohol....................................................................................................133.5.4 Theft and Corruption................................................................................................133.5.5 Gifts from Outside Parties........................................................................................133.5.6 Smoking in the School..............................................................................................143.5.7 Tutoring....................................................................................................................143.5.8 Money Collection.....................................................................................................153.5.9 School/Company Letter Head..................................................................................15
3.6 VISAS/IQAMA, ETC......................................................................................................153.6.1 Visit Visas................................................................................................................153.6.2 Working Visas/Iqamas.............................................................................................153.6.3 Losing Iqama............................................................................................................163.6.4 Renewing/Issue Passports........................................................................................163.6.5 Transfer of Sponsorship...........................................................................................163.6.6 Married Status..........................................................................................................173.6.7 Photographs..............................................................................................................17
3.7 VISIT VISAS FOR RELATIVES...................................................................................17
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3.8 EXIT/REENTRY VISAS................................................................................................183.9 FINAL EXIT VISAS.......................................................................................................183.10 VISA FOR OTHER COUNTRIES..............................................................................193.11 DRIVER’S LICENCE.................................................................................................19
3.11.1 On Visit Visa............................................................................................................193.11.2 On Working Visa......................................................................................................193.11.3 Women and Driving.................................................................................................20
3.12 ISSUING A MOBILE NUMBER................................................................................203.13 SHIPPING OF PERSONAL BELONGINGS.............................................................203.14 OPENING A BANK ACCOUNT................................................................................203.15 PURCHASING / RENTING A CAR..........................................................................20
4.0 SCHOOL PROCEDURES: EMPLOYEE BENEFITS...............................................214.1 MEDICAL INSURANCE...............................................................................................214.2 ACCOMMODATION.....................................................................................................21
4.2.1 Housing Provided by ALS........................................................................................214.2.2 Private Accommodation (Housing Allowance)........................................................22
4.3 TRANSPORTATION......................................................................................................234.4 END OF YEAR TRAVEL..............................................................................................23
4.4.1 Company Car............................................................................................................244.5 INDEMNITY (END OF SERVICE AWARD)...............................................................244.6 NURSE............................................................................................................................25
5.0 SCHOOL PROCEDURES: VACATION & BUSINESS TRAVEL..........................255.1 INTRODUCTION...........................................................................................................255.2 NEW ARRIVAL REPORT.............................................................................................255.3 TRAVEL..........................................................................................................................255.4 EMPLOYEE RETURN REPORT...................................................................................275.5 EMPLOYEE FINAL/SUMMER CLEARANCE REPORT............................................275.6 ALTERNATIVE MEANS OF TRAVEL........................................................................275.7 BUSINESS TRAVEL......................................................................................................275.8 TRAVEL EXPENSES.....................................................................................................28
6.0 SCHOOL PROCEDURES – CONTRACT RENEWAL.............................................286.1 FINAL EXIT....................................................................................................................296.2 SHIPPING.......................................................................................................................29
7.0 SCHOOL PROCEDURES - STAFF DEVELOPMENT.............................................298.0 SCHOOL PROCEDURES: ATTENDANCE..............................................................29
8.1 INTRODUCTION...........................................................................................................298.2 WORKING HOURS........................................................................................................29
8.2.1 Normal Working Hours............................................................................................308.2.2 Ramadan Hours........................................................................................................30
8.3 ATTENDANCE REGISTER..........................................................................................308.4 ABSENCES.....................................................................................................................308.5 OVERTIME REQUEST/APPROVAL............................................................................34
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9.0 SCHOOL PROCEDURES: COMMUNICATION.....................................................359.1 GRIEVANCE PROCEDURE..........................................................................................359.2 PHOTOCOPYING..........................................................................................................369.3 MAIL...............................................................................................................................36
9.3.1 Mail Distribution......................................................................................................369.4 TELEPHONE/FAX.........................................................................................................369.5 USE OF MOBILES.........................................................................................................379.6 USE OF COMPUTERS...................................................................................................37
9.6.1 Support Requests......................................................................................................3810.0 SCHOOL PROCEDURES: LIBRARY........................................................................38
10.1 LIBRARY CODE OF BEHAVIOUR..........................................................................3910.2 CIRCULATION POLICY...........................................................................................39
10.2.1 General Check Out:..................................................................................................3910.2.2 Check Out Of Library Materials By Teachers For Classroom Use:........................4010.2.3 Thematic Units.........................................................................................................4010.2.4 Fines, Damage, and Loss Of Item............................................................................40
11.0 SCHOOL PROCEDURES: MAINTENANCE............................................................4111.1 MAINTENANCE........................................................................................................4111.2 MOVING OF FURNITURE/EQUIPMENT/ITEMS..................................................4211.3 KEY ISSUE.................................................................................................................4311.4 LOCKING OF CLASSROOMS/WORK AREAS.......................................................43
11.4.1 Access to ALS..........................................................................................................4311.5 CLEANING OF CLASSROOMS................................................................................4311.6 STAFF ROOM.............................................................................................................44
12.0 SCHOOL PROCEDURES: SECURITY.......................................................................4412.1 SECURITY..................................................................................................................44
12.1.1 Visitors’ Log Book...................................................................................................4512.1.2 Visitors’ Badges.......................................................................................................4512.1.3 Implementation.........................................................................................................4512.1.4 Employees Badges....................................................................................................45
13.0 SCHOOL PROCEDURES: PURCHASING...............................................................4613.1 PURCHASING PROCEDURES.................................................................................46
13.1.1 Filing of RF..............................................................................................................4613.1.2 Lead Time for Purchasing........................................................................................46
13.2 TEACHERS’ SUPPLIES.............................................................................................4613.2.1 Stationery Package for Classroom Starter Packs......................................................4613.2.2 Procedure for Ordering Stationery...........................................................................47
13.3 END OF YEAR CLEARANCE PROCEDURES (ACADEMIC)...............................4714.0 LIST OF FORMS............................................................................................................49
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1.0 WELCOME
Advanced Learning Schools (ALS) welcomes all new employees. ALS sincerely hopes that your employment at ALS will be successful, happy and rewarding.
ALS does not discriminate on the basis of race, colour, sex, age, national origin, religion, marital status, genetic identification, political affiliation or disability in matters affecting employment or in providing access to programmes to employees.
Advanced Learning Schools recognises that employees are the most valuable asset to the school. ALS is therefore continuously aiming at creating a positive and creative environment where all employees can together contribute their energies and talent to the success of the schools. In return ALS will ensure that all employees will be given the opportunity to grow and advance in their career.
To assist employees in their integration into ALS, this Employee Handbook outlines ALS’s overall employment philosophy as well as its general employment and operating policies and procedures.
It is vital that all employees read this Handbook carefully and refer to it whenever questions arise. However, no employee manual can answer every question nor should it restrict the normal question and answer interchange between employees. Therefore, do not hesitate to ask questions.
If issues arise, the focal point should be the designated immediate supervisor who has been identified to you. He / she will clarify these issues with you or, when necessary, indicate who is the person to talk to within the schools.
It should be noted that this Handbook, which details schools policies and procedures, should not be considered as a contractual document and no statements or conditions contained herein can be construed to modify or take precedence over the requirements of your contract of employment with ALS. Your contractual rights and those of ALS are detailed in your employment contract, its attachments and annexes.
However, employees are required to abide by the policies and procedures that are detailed herein. These may be changed from time to time, without prior notice, as employment and legislation conditions dictate but you can remain assured that no such changes will be made without due consideration to you, the employee and to how these changes may affect your work environment.
If and when provisions are changed, replacement pages for those that have become outdated will be placed on ALS’s notice boards and automatically included in revised editions of this Employee Handbook.
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Other documents, which will introduce you at length to ALS are available, such as the schools brochure and Academic Staff Handbook. Do not hesitate to ask for copies to read.
Finally, ALS wishes you once again a heartfelt welcome and a lengthy and beneficial period of employment at ALS.
2.0 SCHOOL ORGANISATION
2.1 SCHOOL PROFILE
2013-2014 ProfileAdvanced Learning Schools Administration: Mr. Iain Stirling, Superintendent
Ms. Kathy Khayatt, Girls’ and K-3 Principal Mr. Majdi El-Hajj, Boys’ Principal
School and Community InformationThe Advanced Learning Schools, founded in September 2005 in Riyadh, Kingdom of Saudi Arabia, is a private, English language, international day school that offers a full instructional programme, coeducational from Kindergarten to Grade 3 and single gender from Grade 4 to 12. The student body consists of 420 children, the majority of whom are Saudi Nationals. The school is accredited by the Council of International Schools (CIS).
Curriculum OfferingsAdvanced Learning Schools is an IB world school, authorized to teach the Primary Years Programme, Middle Years Programme, and the Diploma Programme. The first DP class graduated in June 2011.
Graduation RequirementsStudents are required to fulfil a number of credits in: English, Arabic, Social Studies, Mathematics, Science, Health and Physical Education, Islamic Studies, Social Studies of the Arab World, Information Technology, Learned Language, and Fine Arts.
The school year consists of two semesters: September to January and February to June. The school calendar is aligned with state, private and international schools. The school day for students runs from 0730 to 1430, Saturday to Wednesday. Classes are offered in 55-minute periods within a six day cycle.
Colleges & Universities currently attended by ALS graduates
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Al Faisal UniversityBentley UniversityBoston UniversityHarvard Extension SchoolKing Saud UniversityLebanese American UniversityPrince Sultan UniversitySimmons CollegeThe Taft American University Washington, D.CBabson CollegeUniversity College LondonNew York University in ParisAmerican University of ParisUniversity of Washington Menlo CollegeQatar Academy Bridge ProgrammeSaudi Aviation Flight School
2.2 GENERAL INFORMATION
2.2.1 School Address
The official schools address is as follows:
Advanced Learning SchoolsP.O. Box 221985Riyadh 11311Kingdom of Saudi ArabiaTelephone: +966 1 207-0926Fax: +966 1 207-0927E-mail: [email protected]: www.alsschools.com
Kindly pick up a School Location Map from Reception. Please see appendix.
2.2.2 School Hours
The working week is Saturday to Wednesday inclusive from 0715 till 1545 for non-academic staff. For academic staff, working hours are from 0715 till 1515, except on meeting days and after school activity days, the hours will be 0715 till 1540.
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2.2.3 Persons to Call in Case of Emergency
Name Position Home Mobile
Amal Abukar Human Resources Officer 454-2470 ext. 104 0508250757Majdi El Hajj Boys Principal 248-3471 ext. 127 0568572992Kathy Khayatt Girls / K-3 Principal 248-3471 ext. 170 0544109954Iain Stirling Superintendent 248-3471 ext. 118 0553186089
These are private home numbers and should be used only with the discretion in times of real emergency.
In addition an updated list of all home/mobile telephone numbers of ALS’s staff can be obtained at any time from Reception. Kindly, pick up the most up to date Emergency Contacts List from the Human Resources Office.
2.2.4 Important Numbers to Call in Case of Emergency
Name Phone
Yellow pages 905Red Crescent (medical emergencies) 997Civil Defence 998Traffic Accidents (to report an accident) 993
2.3 ORGANISATION
The organization chart, given to you at orientation, and available in the appendix of this handbook, illustrates the general organisation of ALS. It can be summarised as follows:
2.3.1 Board of Trustees
Board of Trustees assure long term stability and viability of the schools, approve a strategic plan for its operations, appoint a Superintendent, approve Annual Capital and Operational Budgets, approve the curriculum and overall educational plan, and monitor expenditure. The Board of Trustees functions through a three standing committees: Academic Committee, Human Resources and Evaluation Committee and Finance, Legal and Facilities Committee. Please see the Board of Trustees section in the brochure.
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2.3.2 Management Team
Morshed Al-Kharji is the School Manager and is responsible for managing all aspects of relations with institutions, ministries, and authorities in the Kingdom of Saudi Arabia.
Majdi El Hajj is the Boys Principal and is responsible for planning, organizing, staffing, administering and evaluating the staff and the educational programme that he supervises.
Shermeen El-Hakim Admissions and Marketing Manager (A&M) and is responsible for managing the student admissions process as well as marketing ALS to potential parents and the community.
Essam El-Soubky is the Business Manager (BM) and is responsible for the operation of the Finance Department. He manages and plans cash flow, timely reporting of the financial statements, budgeting, and planning.
Kathy Khayatt is the Girls Principal and is responsible for planning, organizing, staffing, administering and evaluating the staff and the educational programme that she supervises
Iain Stirling is the Superintendent who manages all aspects of the schools’ activities.
Upon joining ALS, you will be informed as to
The area to which you will be assigned The name of your Principal/Manager/Immediate Supervisor
For job descriptions of all staff, please refer to the school intranet.
2.3.3 Organigram
See appendix for the school’s organisational chart.
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3.0 SCHOOL POLICIES
3.1 EMPLOYEE RELATIONS PHILOSOPHY:
3.1.1 General Policy
As stated previously, ALS is aware that its most valuable asset are the employees. ALS will therefore strive to provide employees with a secure environment within which they can work to realise personal ambitions, reach their potential and
be sensitive to individual requirements of the many different ethnic and national backgrounds that make up our workforce.
encourage the development of professional skills and gaining of knowledge. place you in positions that make best use of your skills. create a work environment that will foster team spirit and pride. recognize and reward effort and hard work.
3.1.2 Career Advancement Policy
In light of the above, at the discretion of Management, periodical reviews of your employment contract and benefits package will be undertaken. The outcome of such reviews will depend on:
The financial status of the school Your overall performance as evaluated by your Supervisor, covering general
attendance, initiative, and effort, knowledge of the work, attitude and willingness, quality of work and productivity.
Such reviews will also help you identify your strengths and weaknesses, and highlight areas of improvements.
3.2 RELATIONSHIP WITH OUTSIDE PARTIES:
The success of the schools depends upon the quality of the relationship between ALS, its employees, its parents and the general public. A parent impression of ALS, and his/her interest to enrol his/her children in the schools, is greatly influenced by the people who interact with him/her.
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Here are several things you can do to help give a good impression of ALS.
Act competently and deal with parents and other parties in a courteous and respectful manner.
Communicate pleasantly and respectfully with other employees at all times. Follow up on instructions and questions promptly, provide businesslike replies to
inquiries and requests, and perform all duties in an orderly manner. Ensure that your supervisor is aware of any key developments influencing work
relations with other parties.
3.3 DRESS POLICY FOR STAFF
Throughout the Middle East region, dress is associated with professional competence.The professional faculty will at all times set a positive example by dressing professionally. Conservative, professional dress is required. Loud, unusual or provocative dress is discouraged for both men and women. These guidelines are consistent with the culture of our host country:
Proper footwear will be worn at all times (thongs and beach slippers are not acceptable). Men shall wear socks with their footwear.
Men will wear smart trousers and a shirt with a collar and a tie.
Women will wear opaque, loose-fitting, conservative blouses or dress tops. Low-neck lines or tight-fitting tops are not appropriate. Sleeveless tops and dresses are not acceptable.
Women will wear dresses and skirts no shorter than knee length. Slacks should be loose fitting.
Tight, form revealing clothing is inappropriate.
Denim, jeans, T-shirts, sweat suits and shorts are not acceptable. P.E. teachers may wear modest shorts, sweat suits and sports shoes.
Any unusual mode of dress that calls undue attention to the individual is discouraged for both men and women. Exceptions for Saudi National dress may be made.
3.3.1 Dress for Women
Women must maintain wearing the head scarf and the abbaya in public areas outside the school at all times
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3.3.2 Name Tags
All ALS staff are required to wear their name tags during school hours. Name tags will be distributed to new employees during orientation week. Employees who have been issued a name tag before but lost it can request a name tag from the HR. The school will charge a 10 SR fee for reissuing lost name tags.
3.4 EATING
Eating is not permitted in the main building or K-3 receptions. Employees are allowed to drink water in public areas. Employees have designated staff rooms where they can eat or drink.
Since parents and visitors stay in the reception area, it is important that employees observe professional behaviour and good judgment at all times.
3.5 OTHER ISSUES:
On joining ALS, all employees are entitled to the confidence and respect. In return, ALS expects you to continue to earn this respect throughout your employment and avoid illegal and subversive activities that could harm ALS‘s integrity and/or reputation.
Here below, are listed a number of these activities, the non-respect of which could lead not only to instant dismissal for “serious fault” but also possible legal action.
3.5.1 Confidentiality
Parents entrust ALS with important information relating to their children. The nature of the relationship requires maintenance of confidentiality. In safeguarding the information received, ALS earns their respect and further trust.
Your employment with ALS assumes an obligation to maintain confidentiality, even after you leave our employment.
Any violation of confidentiality seriously harms the schools’ reputation and effectiveness. Even casual remarks can be misinterpreted and repeated, so you should develop the personal discipline necessary to maintain confidentiality.
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If you are questioned by someone outside the schools or your area and you are concerned about the appropriateness of giving them certain information, remember that you are not required to answer. Instead, as politely as possible, refer the request to the Superintendent.
No one is permitted to remove or make copies of any ALS records, reports or documents without prior of the Superintendent approval.
3.5.2 Exclusivity
For similar reasons to the above, you are contractually bound to work for and only for ALS. You must devote all your time and effort to its success.
While in the employment of ALS you are not authorised in any way to spend any time working, with or without remuneration or otherwise, for another employer without the Superintendent’s prior knowledge and written consent.
3.5.3 Drugs and Alcohol
The possession or use of drugs and/or alcohol is illegal under the Laws of the Kingdom and can lead to very serious consequences with the authorities for yourself, your colleagues and your sponsor. If you have a problem or believe that a colleague suffers from such addiction, please raise this with your Principal or Superintendent.
3.5.4 Theft and Corruption
Theft and/or corruption are considered very seriously by both the authorities in the Kingdom as well as the Schools. These include the acceptance of gifts or consideration of any kind as an inducement or reward for doing or having done any action which may favour a competitor or supplier or student or any other third party, in relation to the Schools’ activities.
3.5.5 Gifts from Outside Parties
The acceptance of gifts by staff members from parents, or any outside parties should take into consideration the following as a guideline:
Gifts should not be accepted if there is concern that their acceptance could be seen by others as an inducement or a reward that might place the staff member under an obligation.
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If gifts received are small and of little value (under SR 200), then the recipient may keep the gift.
If the gift is larger and more valuable, then the recipients should not accept the gift by politely reiterating the school’s policy to the giver if this can be done without giving offence.
3.5.6 Smoking in the School
To respect the health and wishes of your colleagues and students, you are not permitted to smoke on the school premises or in the school vicinity.
3.5.7 Tutoring
The purpose of private tutoring is to help students develop specific skill deficiencies and should assist the students’ overall development. It should not be for homework assistance or cramming before exams. Students need to become self-reliant and be able to sit down and complete their homework. Also, students should study during class time and ask the teacher’s assistance for homework and examination review.
Teaching students is mainly the responsibility of the school. The school encourages students to develop independent thinking and problem-solving skills. Most often it is best to have the student work out misconceptions and non-understanding independently. However, there are cases where tutoring is a substitute for missed learning time and/or lost skills.
Intensive tutoring to complete homework assignments, projects or pass a test usually does not address the underlying weakness of a student. More often than not it offers a short-time solution to long-term problems. Effective tutoring should help remediate weaknesses of the child.
3.5.7.1 Negative Effects Resulting from Unwarranted Private Tutoring
Research has shown that one of the most significant factors in school success is parents’ ongoing interest and support for their children’s work at home and at school. Parents are encouraged to monitor their children’s work at home and help them to complete their assignments independently. When they have concerns about their child’s performance in a class parents are encouraged to call the school to arrange an appointment with the teacher concerned.
Advanced Learning Schools does not encourage private tutoring unless warranted.
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Teachers may not accept tutoring or after school tutoring of ALS students without permission from the Superintendent.
3.5.8 Money Collection
The collection of money by a teacher, for any reason, is permitted only with the written permission of the appropriate Principal. All monies should normally be handed over to the Business Office, which will keep records of all money collected.
3.5.9 School/Company Letter Head
School correspondence on letter head should be approved before sending by the Superintendent.
3.6 VISAS/IQAMA, ETC.
The Human Resources Officer will clarify to you the procedures related to obtaining the necessary visas, iqamas and any other legal documents required.
The following should be noted:
3.6.1 Visit Visas
If you are on a visit visa, its validity is usually one month. The Human Resources Officer will keep track of the validity date but it is advisable to ask for the corresponding Gregorian date to schedule your own. HR will start the process of renewing the visit visa one week from before the date of expiry.
You should also ask for an appropriate travel letter (issued through the HR). This is an important document to carry with you all the time.
3.6.2 Working Visas/Iqamas
Once you get your Iqama, you must carry it at all times.
Your Iqama will be valid for one year. After that, it needs to be renewed. This process will be started one month before the expiry date. You will submit your Iqama to HR and will issue you a letter (in place of your Iqama) indicating that the school is in the process of renewing the Iqama. You should carry this letter with you at all times.
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The employee should make sure that all traffic violation tickets and outstanding bills are paid before trying to renew the Iqama. The contact phone number for traffic violations is: 292-8888.
3.6.3 Losing Iqama
If for some reason the iqama is lost, HR should be notified as soon as possible so as to start the process of issuing a replacement. The cost of replacing a lost Iqama is SR1500.
3.6.4 Renewing/Issuing Passports
If you renew your passport or issue a new one for a family member, HR needs to transfer Iqama information to the new passport before an exit/re-entry visa can be issued. You should submit the new and old passport for this process, when possible.
3.6.5 Transfer of Sponsorship
ALS policy regarding the transfer of sponsorship to another employer in the Kingdom is as follows:
If the employee enters the Kingdom on an ALS visa, ALS will NOT transfer the sponsorship to another employer. The employee has to exit the country on a final exit visa.
The school will give the employee a no objection letter in the following cases:
The employee is sponsored by ALS (came initially on ALS visa) and The employee has been with the school for at least two years and The employee left the school on good terms.
If the employee is hired and he/she transfers his/her sponsorship to ALS, ALS can give a release letter and he/she can transfer his/her sponsorship to another employer in the Kingdom, given that the employee fulfils his/her contractual agreement.
The employee should make sure that he has paid all his traffic violation tickets and outstanding bills before trying to transfer his sponsorship.
3.6.6 Married Status
If your contract stipulates married status, after receiving your Iqama, you will be required to supply the following to HR in order to prepare the necessary documentation allowing your family to join you:
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your degree, diploma or certificate (qualifications) your marriage certificate the birth certificates of your children
All the above certificates should be authenticated by the Saudi Embassy in your country of origin and should have an authenticated translation into Arabic.
If they have not been authenticated at home, you can have these documents authenticated here in the Kingdom by your Embassy. Please note that the Human Resources Officer can assist you with the required translations.
Once in possession of the above, ALS will obtain the required further authentication by the Ministry of Foreign Affairs together with the required letter signed by the Superintendent agreeing to allow your wife and children to join you.
3.6.7 Photographs
For all of the above, we need photographs of you and your family (if you are on married status). You are requested to supply six photos for each passport holder. HR will inform you if we need more photos.
3.7 VISIT VISAS FOR RELATIVES
The schools’ policy regarding staff who are on the Advanced Learning Company’s sponsorship applying for family visit visa is as follows:
The staff member can get help from the HR to fill out the visa application using the Ministry of Interior website.
HR will arrange for the necessary signatures from the school. HR will give the staff member the Ministry of Foreign Affairs website address so
that he/she can check if visa is issued.
Once the approval is obtained, the staff member can send this to his relative to finish off the process in the Saudi Embassy where the visa will be issued.
Once the visitor enters KSA, please submit the passport to HR for photocopying. HR will inform you of the expiry date of the visa. The visitor has to leave the country before the expiry date so as to not pay SR 10,000 penalty. Visas can be extended, if done ahead of time.
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3.8 EXIT/REENTRY VISAS
Any employee (and his/her dependents) who wish to travel outside the Kingdom needs to inform HR 20 days before the expected travel date of his wish to travel, so that HRM can apply for Exit-Re-entry visa. Exit-Re-entry visa is issued for people who have “Iqama” and would like to travel outside the Kingdom.
Depending on your contract, you may be entitled to get one (single entry) Exit-Re-entry visa per year that the school pays for. If you plan to travel outside the Kingdom more than once, the employee will burden the cost of SR 200 for Single Entry visa and SR 500 for Multiple Entry Visa.
Once the exit re-entry visa is issued, it is the responsibility of the employee to inform HR one month before the expiry date of the visa, if the visa is not going to be used (i.e, the employee will not travel during the validity period of the visa). If the employee does not cancel the visa, there is a SR 1000 penalty that will be paid by the employee.
The employee should make sure that he paid all his traffic violation tickets and outstanding bills before trying to issue exit re-entry visa. The contact phone number for traffic violations is: 292-8888.
3.9 FINAL EXIT VISAS
When an employee’s contract ends, HR will start the process of issuing a final exit one month before the expected leaving date. During this time, the employee will submit his Iqama to HR, and HR will issue him/her a letter to carry with him/her at all times. During that time, the employee cannot travel outside the Kingdom.
The employee should make sure that all traffic violation tickets and outstanding bills have been paid and private car sold before trying to issue final exit visa. The employee should also make sure that he closes his bank account after he receives all his financial dues.
3.10 VISA FOR OTHER COUNTRIES
When the school decides to send an employee for training or other school trips, it is the responsibility of the employee and/or coordinator to prepare all the related paperwork. HR is responsible for supporting both employees and outside trainers/consultants with visa procurement in conjunction with the programme coordinator/principal/superintendent who requests help. (in difficult cases ALS will seek external help.)
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3.11 DRIVER’S LICENCE
If you are required to drive a company car or if you wish to drive your own car, the following procedures will apply:
3.11.1 On Visit Visa
If you are on a Visit Visa, using your international or Gulf States Driving Licence, you can drive a rented car or one of the company's cars but only with an authorisation letter signed by the Superintendent. You should not drive any car without such authorisation as this is against the Saudi Arabian Law. Please note that females are not allowed to drive in Saudi Arabia.
Should you drive a car, not provided by ALS, you must obtain an authorisation letter to drive the said vehicle from its Owner(s) (rent a car company, an individual etc.). There is no need for an authorisation from ALS to drive such a vehicle.
3.11.2 On Working Visa
Once your Iqama has been obtained you should contact Human Resources who will assist you in obtaining a Saudi Driving License. The following is required:
A letter of authorisation signed by the Superintendent Your home country Driving License with Arabic translation Carry out the required blood test and eye test Report to the traffic office
An Arabic speaking representative will accompany you whenever it is possible. Requests for such assistance should be submitted to the Human Resources Officer at least three days in advance.
3.11.3 Women and Driving
According to Saudi law, women are not allowed to drive. Driving against this rule has legal consequences. It is also against the law for women to be seen in the car or in public with a man who is not her husband, brother, father, grandfather, uncle, or taxi driver. If the police stop you, be prepared to prove your relationship with the necessary documents.
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3.12 ISSUING A MOBILE NUMBER
Applying for a mobile number can be done after you receive your Iqama. The school driver can take the new staff members to one of the Al-Jawal or Mobily centres to apply for a SIM card.
3.13 SHIPPING OF PERSONAL BELONGINGS
Shipping of personal belongings can be done after you receive your Iqama, with advice from the school where necessary. The school will issue you any relevant letters that you may need. Financing is detailed in contract or addendum.
3.14 OPENING A BANK ACCOUNTOpening of a bank account can be done after you receive your Iqama. The school will give you a letter to give to the bank attesting that you work for Advanced Learning Company. The bank that the school uses to deposit your salary is the Saudi Hollandi Bank. Once you open an account at Saudi Hollandi Bank, you need to inform HR and the Business Office of your bank account number. Please note that the name on the Iqama must match the name in the passport in Arabic and in English.
If the employee prefers to open an account at another bank, he/she will bear the monthly bank transfer charges to transfer the salary to the other bank.
3.15 PURCHASING / RENTING A CAR
Purchasing/Renting a car can be done after you receive your Iqama. HR will provide you with a letter to give to Traffic Office. This letter needs to be attested by the Chamber of Commerce. Payment for attestation is your responsibility. Further, it is your responsibility to inform HR of all the required papers or information needed from the renting or selling company so that it can be done properly. Please note that Banks do not give loans to employees unless the ALS deals with a bank on that issue.
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4.0 SCHOOL PROCEDURES: EMPLOYEE BENEFITS
This chapter sets out different procedures related to some of your Employee benefits you are entitled to. Obviously the essential contractual and legal aspect of these benefits are addressed in your employment contract.
4.1 MEDICAL INSURANCE
The Business Manager will clarify the procedures related to the Medical Insurance Coverage which ALS has taken out on your behalf and your approved dependents.
You should be aware of the following:
You should receive your medical insurance card issued for you and your approved dependents from the Business Manager as well as copies of the claim forms and procedure for emergency treatments and contact information.
You are advised to use the medical facilities hospitals, clinics which have been approved by the Insurance Company. The Business Manager provides lists at orientation and during the year on request.
Invoices related to medical expenses shall be submitted to the Business Manager along with the filled out claim form so that they can be sent by mail. The employee pays for the postage.
4.2 ACCOMMODATION
4.2.1 Housing Provided by ALS
If, by contract, you are entitled to housing supplied by ALS, HR will clarify to you all and any details and procedures related to the occupancy and use of your designated accommodation.
The following general procedures have been established to facilitate the proper occupancy, use and up-keeping of such premises as well as to protect the interests of the owners and the schools:
Handover
one set of keys to your own housing is handed over. a new set of bed-linen including blankets, towels, plates and cutlery will be
provided as well as basic food items.August 17, 2013 Page 20 of 46
Maintenance
If your accommodation needs any maintenance, please follow compound procedure and fill out a maintenance form. HR can contact the housing department when your request is not dealt with in a timely manner.
Travel
If you plan to travel, you must inform the compound administration.
General Use and Occupancy
You will be expected to respect all Saudi Arabian laws and regulations governing living conditions within the Kingdom of Saudi Arabia and ensure that all your guests do the same.
Damage
Finally, you should be aware that, should you be responsible for any damage caused by an act of negligence or abuse, the school may take all necessary measures as well as charge you for the costs of all of such damage and the consequences.
Change of Housing
If for any reason the employee does not wish to stay in the provided housing, the school will give the employee a housing allowance so he/she can rent an accommodation.
4.2.2 Private Accommodation (Housing Allowance)
Should you be entitled by contract to a housing allowance you should be aware that:
in order to rent accommodation you must obtain from the HR a letter from the Superintendent to the Owner or to Real Estate Office.
it is advisable that you check the status of existing telephone, electricity, water bills before signing the rental agreement. They should be paid by the Real Estate Office before you enter.
4.3 TRANSPORTATION
Depending on your contract, the school provides a transportation allowance of 10% of your basic salary. Employees may buy their own vehicle, as soon as they have obtained their
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residence visa (Iqama). If you are buying your own private car, please be aware of the following:
Insurance is obligatory in the Kingdom of Saudi Arabia
For your car, you will also need the Car Registration. This is renewed every 3 years. To renew it for a further period of three years, you will need a letter from The Management Team and a copy of the existing Registration.
Your car will need to be regularly tested (MVPI).
If you have an accident, do not remove the car from the scene of the accident until the Traffic Police-Najem (tel: 920000560)-arrive and authorise such removal. Without a permit issued by the Traffic Police to repair the car, such repairs are illegal. Najem is a private company hired by the Traffic Authority to take care of accidents that involves no injuries and where parties are insured. Traffic police (933) should be contacted in cases where there is an injury or parties are not insured.
4.4 END OF YEAR TRAVEL
In an effort to clarify the school’s policy regarding summer vacation tickets, please note the following:
The schools official travel agent is National Travel Bureau. It carries out all travel arrangements for our staff and gives the schools a special rate. Therefore, the schools will take care of payment and issuing (not booking) of summer vacation round trip tickets to the destination specified in the staff’s contract or letter of intent. It is the responsibility of the staff member to make reservation for (not purchase) a direct flight to the home city. Once the staff books the flight, it is important to inform the Business Manager of the deadline for purchasing the ticket. The Business Manager will arrange for the payment before the deadline. Travel agent contact information is:
National Travel, MR. ABDULLATIF or MR. MOHAMMED AFTAB MR.MOHAMMED MUSTAFAEmail: [email protected]: 011-4658177 ext. 221, 255Cell: 0505468107Fax: 011-4645845
Al Mousim Travel and Tours Co. LtdMr. SYED IRFAN AHMEDEmail: [email protected]
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Tel: 011-2339900 Ext 410Cell: 506439849 / 505432349Fax: 011-2396688
If the employee decides not to go to the home city directly and/or decides to stay over in a city on his/her way to the home city, then the difference in cost will be covered by the employee.
The school will not give cash in lieu of air tickets.
You or your family, may choose to use means of travel other than by air when leaving on (or returning from) vacation. Should this be the case, you must first inform the Human Resources Officer of this decision and obtain written approval from the Superintendent. Compensation, in lieu of the air tickets due by contract will be 50% of the cost of such air tickets.
Non-academic employees can take their accrued vacation days only after being employed at ALS for at least six months. There will be no cash in lieu, and vacation days must be taken during the summer, unless otherwise approved by the Superintendent. Please refer to labour law article 109, 110 and 111.
All non-returning employees should schedule their end of year leave to be at least one week after school ends. This will allow enough time for the final clearance process and salary payment to be carried out.
4.4.1 Company CarIf a staff member drives a car owned by ALS and he is going on a vacation, then the car should be parked at the school and keys submitted to the Facilities Officer.
4.5 INDEMNITY (END OF SERVICE AWARD)
Employees are entitled to an end of service award when their contract is ended. The Advanced Learning Schools will apply the labour law (article 37, 55, 56, 84, 85, 86) for the end of year service award. Following is a summary of how it is calculated:
If the employee contract expires and employee or employer decides not to renew by giving the contractual notice period, the end of service award will be calculated at the rate of half a month wage for each of the first five years and one month wage for each of the following years. The last wage shall be considered as the basis for the calculation and it will include basic salary and the transportation and housing allowance if housing is not provided.
If the employee resigns (during the contract term), the employee will be entitled to one third of the award after a service period of not less than two consecutive years and not more than
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five years, to two thirds if his period of service is in excess of five successive years but less than ten years and to the full award if the period of service amounts to ten or more years.
There are cases where the employer may terminate a contract without an advance notice or award of indemnity. Please see labour law (article 80) for details or contact the HR.
4.6 NURSE
The Advanced Learning Schools has two full time nurses available for staff and students.
5.0 SCHOOL PROCEDURES: VACATION & BUSINESS TRAVEL
5.1 INTRODUCTION
Travelling within or outside of the Kingdom requires numerous administrative documents (visas, travel letters etc.) to be approved by different Ministries or Authorities. Therefore you should always, in your own interest, follow in a timely manner the recommended following travel and vacation request procedures.
The title of any form or sheet that is mentioned as part of these procedures will be highlighted and in italics.
5.2 NEW ARRIVAL REPORT
HR will ensure that, on the first day of your arrival, you complete your New Employee Arrival Report. You will be asked to submit the details of your home address, telephone, and of the person to contact in case of emergency in your home country.
5.3 TRAVEL
Each time you wish to travel outside the Kingdom for any reason (vacation, business or other) you must complete a Travel Information Form that you can find at HR and in the appendix. Please submit the form at least two weeks before travel date. This will allow the HRO to issue the required exit re-entry visa needed for travel.
If you are a female travelling and your husband is not your sponsor, please note that Saudi law requires a Saudi national, who is the representative of your Sponsor, to be present at the airport when you arrive. This is required even if you are entering the borders with your husband. Therefore, please fill out a Request for Pick Up Form and submit to HR so that HR can give it to the Government Officer and he will have all the flight details and can
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come to the airport in case of any problems happened. Please submit the Request for Pick Up Form one week before your travel date.
For summer vacation reservations, you should contact HR with regard to which travel agents are approved by ALS, to avoid any disappointment or misunderstanding. It is your responsibility to make your travel booking through that agent and inform the Business Manager of the deadline for purchasing the ticket for you. Your booking should be a direct flight, if possible, to your home city according to your contract with the lowest possible fare and reasonable routing. Any extra costs associated with stops, stay over or changes to home city will be covered by the employee.
If you intend or are requested by The Superintendent to postpone your departure for business reasons and/or vacation, you should immediately advise the HR. This is to avoid unnecessary costs and penalties related to the expiry of your exit/re-entry visa, visit visa and other related documents.
Should you wish to delay your return to the Kingdom for any reason whatsoever, unless in emergency you should send a request for extension at least seven days before your scheduled return to the Superintendent along with a return phone/fax number, where you can be contacted at all times and where notice of the approval or rejection of your request by the Superintendent will be forwarded.
If an extension is not approved, you are expected to report to the working place as specified in your original approved vacation request.
Should you not return, for any reason whatsoever, on the date specified either in your original vacation request or by approval, partial or complete, of a request for extension of the said vacation, then ALS reserves the right to take action as appropriate, including immediate termination for breach of contract, the application of fines and the like.
5.4 EMPLOYEE RETURN REPORT
On your return from vacation, HR will ask non academic staff to sign the Employee Return Report. In this report, the vacation days will be calculated based on the difference between your actual leaving date and your actual start date. The balance is calculated by subtracting your accrued vacation balance from the vacation days taken. If the balance is negative, the salary for those days will be deducted in the next payroll. Before travelling on vacation, please check with the HR on your accrued vacation balance.
5.5 EMPLOYEE FINAL/SUMMER CLEARANCE REPORT
If and when the time comes for you to leave ALS for summer vacation or on final exit, you will be requested to fill in an Employee Final or Summer Clearance Forms. These forms
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are self-explanatory and are basically a check-list to ensure all issues relating to your departure have been resolved. All employees need to fill out the Summer Clearance Form when leaving the school for the summer or on a final exit.
For employees leaving on a final exit, and in order for them to be paid earlier than the last working day, the school will retain SR 2500. If HRO reports that there are no absences, that amount will be released to the employee the last working day. If there is an absence, Business Manager will deduct appropriately from that amount.
5.6 BUSINESS TRAVEL
The procedures for business travel are identical to those applicable to International and/or In-Kingdom Travel as given above, depending on your destination. The only differences are:
Your travel as well as all approved out-of-pocket expenses will be reimbursed by the Schools (See 5.8 below), and
Your Travel Information Form has to also be approved by the Superintendent and signed by the HRO and Business Manager. When the Superintendent is going on a business trip, he informs the Chairman of the Board of Trustees in advance.
If an emergency arises when any ALS staff member is travelling on ALS business, that person must contact the Superintendent first.
The Superintendent will then take action or delegate responsibility to another ALS employee. All representatives of ALS must make sure that they have the Superintendent’s contact information before departure.
5.7 TRAVEL EXPENSES
On your return from authorised business travel, you should itemise your expenses and attach original receipts to reclaim your expenses during your trip. In general, only transportation expenses (taxis, car parking - etc.), hotel room costs (if an overnight stay is approved in advance), and a daily per diem to cover meals and out-of-pocket expenses will be paid.
However, as the rates may vary with the category of personnel, you are advised to check with the Business Manager for the limits applicable in your case, before travelling.
You should also note that laundry, mini bar and other hotel expenses will not be refunded. Similarly car hire and entertainment will be refunded only if approved in advance by the
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Superintendent, while cost of business telephone calls will only be refunded if accompanied by an itemized hotel telephone bill (you should ask for this while checking in) showing the numbers called and the duration.
6.0 SCHOOL PROCEDURES – CONTRACT RENEWAL
HR will send out intentions of contract renewal in November. Academic staff will be informed of contract renewal decision in December. Non academic staff will be informed about their contract renewal at the beginning of the month their contract with the school expires.
6.1 FINAL EXITAll staff who came under ALS sponsorship and whose contract with the school has not been renewed, need to plan ahead of time for their final exit from the country. If the employee has a car, it needs to be sold before leaving the country. Bank accounts need to be closed after last salary is deposited. Iqama needs to be submitted to HR to carry out final exit procedure. If the employee has children in schools, he/she needs to take official report cards and stamp them from Ministry of Education.
6.2 SHIPPINGIf, by contract, you are entitled to shipping of personal effects upon end of contract, the school requires that original shipping receipts be submitted for reimbursement. Providing copies of the shipping receipts will not be accepted.
7.0 SCHOOL PROCEDURES - STAFF DEVELOPMENT
The school conducts training or sends staff to conferences as part of staff development. In an effort to protect the school’s investment in its staff, any staff member attending a school sponsored workshop or conference is required to fill out the Training Request Form that can be found at the HR Office and sign it promising to stay with the school until one full school year after the year of training. For example, if the training start date is September 18, 2010, then the staff member has to complete the year of the training and the next year. If a member of staff leaves or has his/her contract terminated during that period, he/she will need to compensate the school for all expenses incurred for that workshop or conference.
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8.0 SCHOOL PROCEDURES: ATTENDANCE
8.1 INTRODUCTION
This chapter addresses all procedures that you should follow in relation to the registration of your attendance at (or absence from) work.
The title of any form or sheet that is mentioned as part of these procedures will be highlighted and in italics.
8.2 WORKING HOURS
8.2.1 Normal Working Hours
Unless otherwise authorised by The Superintendent, you will be available at your designated place of work for the following minimum periods:
Academic Staff:
Saturday to Wednesday: 0715-1515 on days of no activities or meetings 0715-1540 on days of activities or meetings
Non-Academic Staff
Saturday to Wednesday: 0715-1545
8.2.2 Ramadan Hours
During the holy month of Ramadan, any revision to working hours will be notified to all employees by the Superintendent.
8.3 ATTENDANCE REGISTER
Staff members are expected to arrive at school and sign in by 0710 and be at work at 0715. The “sign in sheet (Staff Attendance Document),” which is located in the staff room and K-3 campus for academic staff and 6B for all other staff represents the school’s official record of attendance. All teachers, classroom assistants, and office support personnel must sign daily on that sheet. No staff member may sign for any other staff member under any circumstance. Staff who sign on behalf of others will receive a verbal warning and if action is repeated, a warning letter will be issued.
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The Staff Attendance Document will be maintained on file as an official and legal record of each staff member’s attendance at the school.
Staff members who need to leave the campus during the working hours should fill out the Permission to Leave During Working Hours Form that can be found at the Principal’s Office and/or get approval from their Supervisor. If the employee would like to leave for four hours or more, approval is required from his/her Supervisor and from the Superintendent, as this could affect the employee’s pay. See next section for details regarding leaving during the day.
8.4 ABSENCES
These regulations are in place to protect both the employee and the school.
Whenever an employee is absent, Absence Report Form should be filled out and signed by the employee indicating the reason for absence and attaching a medical report or other supporting documents, if available. It will then be countersigned by the Human Resources Manager. The form can be picked up from the HR Office or the K-3 reception.
The employee should phone his/her Supervisor by 0700 on days of absence if absence is not planned, otherwise the Supervisor should be informed as early as possible.
Note that frequency of being late, of leaving during the day, leaving early and absences affect staff appraisals and contract renewal.
Leaves During The Day:
An employee can leave during the day given that:
1. The work can only be done during school hours, and when possible2. He/she informs his/her Supervisor at least one day in advance and 3. He/she arranges for cover, and 4. He/she does not exceed the maximum number of leaves during the day allowed per
year. The maximum number of leaves during the day per year an employee can take with pay is six. If the employee leaves during the day for more than six times per year, there may be a pay deduction from his/her salary at the Superintendent’s discretion.
It is at the discretion of the Supervisor to approve or not approve the leave. If the Supervisor does not approve the leave, the employee’s salary will be deducted at the Superintendent’s discretion. See below for how daily rate is calculated.
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If an employee is leaving for more than four hours it will be considered as absence, and an absence report should be filled with supporting documents.
Sick Leave:
The employee is required to fill out an Absence Report Form the day after any absence from school. Not filling out and signing the Absence Report Form the day the employee returns to work will risk salary deduction for the days absent.
An employee can be absent with pay if:
1. The employee provides an original, stamped medical report for the number of days absent from an approved hospital. This medical report has to detail the condition and the number of sick days. The doctor has to state whether the procedure required can be postponed or not. Absences due to operations that are cosmetic in nature or that can be postponed during the school holidays are not considered with pay.
2. If the employee is absent on a sick leave for an extended period of time, he is eligible during a single year according to his contract for a paid sick leave for the first 30 days, at three quarters the wage for the next sixty days and without pay for the following thirty days, whether such leave are continuous or intermittent. A single year shall mean the year which begins from the date of the first sick leave. Please see labour law article number 117.
3. If the employee’s immediate family is sick, an employee can request the 3 days Personal leave (see below).
An employee can be absent without pay if:
1. If an employee does not provide a stamped, original medical report from an approved hospital for the days absent detailing his/her condition or if the operation carried out can be postponed during school holidays or it is cosmetic in nature.
2. If an employee has already used his/her emergency days.
Salary Daily Rate Calculation for Leave Without Pay:
The daily rate for absences without pay will be calculated as follows:
1. Teachers:
Monthly total salary package x 12 School calendar working days
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2. Administration/Support Staff:
Monthly total salary package x 12 365 days
If you have any questions, please contact the Human Resource Office at Ext. 104.
Personal Leave:
The Employee is allowed up to three paid personal days per year under the following conditions:
Personal days cannot be taken in conjunction with any school holiday. Personal days will not be granted for the first and last week of a semester. Unused Personal days are non-cashable, non transferable, and cannot be accrued
from one contract year to the next.
Under extenuating circumstances, the Superintendent may approve an Employee’s request for leave without pay.
Maternity Leave:
A female employee is entitled to a maternity leave covering the four weeks immediately preceding the expected date of delivery and the subsequent six weeks. The probable date of delivery shall be determined by a written statement from the employee’s physician.
During her absence for maternity leave, the female employee shall be paid half of her salary if she has been employed at ALS for one year or more, and paid full salary if she has been working at ALS for three or more years, as of the start date of the leave.
The employee shall not be paid for her usual annual leave if the employee enjoyed a full paid maternity leave within the same year. The employee shall be paid half of her salary for her annual leave if she has a maternity leave during the same year and she was paid half of her salary. Please refer to labour law article number 151 and 152.
Breast Feeding Time:
The school supports new mothers to breastfeed their newborns until they are one year of age. According to labour law article number 154, a breast feeding female employee is entitled to a nursing break for one hour. This break will last for a maximum of one year after the birth of the child. Upon her return after delivery, the mother will propose a schedule of breastfeeding for the intended breast feeding period and submit it to her
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immediate supervisor for approval. The breastfeeding schedule should not affect her teaching/meetings schedules.
Marriage Leave:
According to labour law, an employee can take up to three days with pay for his/her wedding ceremony. Please refer to labour law article number 113.
Childbirth Leave:
A male employee can take one day with pay if a child is born to him. Please refer to labour law article number 113.
Bereavement Leave:
The Employee is eligible for five days of paid leave in the event of death of any member of the employee’s immediate family (parents, grandparents, siblings, children, and grand children). Please refer to labour law article number 113.
An Employee’s absence from work in excess of the period mentioned above will be considered as leave without pay.
An employee whose spouse passes away shall be entitled to a fully paid leave for 15 days as of the date of death. Please refer to labour law number 160.
Human Resources will request documentation, such as death certificate or an official document from the International Red Cross. Unauthorized absence beyond original or additional period authorized will be handled in accordance with Saudi Labour Law.
Hajj Leave:
The employee shall be entitled to avail himself of paid leave of not less than 10 days and not more than 15 days, inclusive of Eid Al-Adha holiday, to perform Hajj only once during his/her period of service if she/he has not performed it before. Eligibility for this leave shall be contingent upon the condition that the employee must have spent at least two consecutive years of service with the employer. The employer reserves the right to limit the number of employees who shall avail of this leave annually according to work requirements. Please refer to labour law article number 114.
Attendance Bonus:
If an employee is not absent for the full academic year (personal days included), he/she will receive a SR 1000 bonus paid to him/her at the end of the academic year. This bonus is not applicable to managers, principals and superintendent.
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8.5 OVERTIME REQUEST/APPROVAL
Certain employees, under certain conditions, may be entitled to overtime compensation. However these are subject to the following procedures:
Overtime Request/Approval Form
An Overtime Request /Approval Form must be prepared, signed by your Supervisor and approved by the Superintendent at least 24 hours before any such overtime work be undertaken. The Supervisor then completes the form after the required overtime is done, and he/she is required to submit the Form the next day to the Business Manager and Superintendent. It is the Business Manager’s responsibility to monitor the actual hours of overtime.
Compensation for such approved overtime work will be paid with your salary at the end of the month following such approval.
Eligible Staff:
All support staff, officers, personal assistants and secretaries are eligible for overtime once the above procedure is followed. Managers, teachers and teacher assistants are not eligible for overtime, except when they are asked to perform extra assignments not covered in their job description.
Overtime Limits:
It is vital that the hours be approved by the staff member’s supervisor and the Superintendent before doing the overtime.
9.0 SCHOOL PROCEDURES: COMMUNICATION
9.1 GRIEVANCE PROCEDURE
When a staff member has a grievance or a complaint, discussing the problem with the direct supervisor is the first step. If the matter has still not been solved to the satisfaction of the staff member, the matter should be brought to the attention of the Superintendent. The HR manager will follow due process procedure in light of Saudi Labour Law.
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Staff may provide a written response to appraisals, written warnings or reprimands, for placement in their personal file. Non-renewal of a contract at the end of its term can be discussed with the Superintendent.
Access to the Superintendent to discuss any issue is assured, provided that the individual has followed the line of command.
9.2 PHOTOCOPYING
Staff requiring photocopy work must fill out the Photocopy Request Form and place it in the Photocopy Requests mailbox at least two days before it is needed. Requests for a large number of copies must be presented at least a week before needed. Copies will be delivered to the staff member’s mailbox. Only designated staff may use the copy machines. Coloured copies and printing is done by the Purchasing Officer. When you are planning, include one day’s notice for the office to complete colour photocopying or colour printing. The Superintendent’s office will also do all scanning for all staff. If a job requires more than five coloured copies to be made, permission from Principals is required. For K-3 campus, if a teacher requires five or less coloured copies to be made, the Receptionist/secretary in K-3 campus will do it. If more than five copies are needed, permission from the Principals must be obtained.
9.3 MAIL
You may use ALS’s address as a mailing address for your personal letters. The Schools driver visits the post office every morning to post out-going and pick up in-coming mail. The point of contact is Reception.
Business related parcels, letters will be sent by ordinary mail unless otherwise authorised by the Management Team. Authorisation for using express service (DHL, Express Mail or similar) can be obtained by completing a UPS/Express Mail Requisition Form available at the Business Office or with the Secretaries.
If you wish to send a personal package by express services, you should follow the same procedures as above.
All costs related to the use of the above facilities for personal reasons will be paid by the employee.
9.3.1 Mail DistributionAny mail that is delivered to the front office in villa 6 will be kept in the office and locked up in the cabinets. An email will be sent to those individuals who have received
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letters or packages to either come pick up the mail themselves or send someone to pick it up on their behalf.
9.4 TELEPHONE/FAX
Proper use of telephones and e-mail systems are essential to effective school operation. These tools are for school business purposes. Personal use should be limited in frequency and length. An employee should use his/her credit card for personal toll calls. Telephones and e-mail systems are school equipment and privacy cannot be guaranteed.
However in case of emergency, calls can be made through the operator. In this case, you would be required to follow the same procedures as for business calls. This procedure is also applicable to personal faxes. The Superintendent’s PA does the faxes for all staff.
Finally to avoid telephone line congestion and disruptions to your colleagues, it is requested that you restrict the number of incoming and outgoing personal calls to the essential only.
All costs related to the use of the above facilities for personal reasons will be paid by the employee
9.5 USE OF MOBILES
Employees are not allowed to use their mobiles in meetings or in classrooms. Mobiles should be turned on silent or low volume.
9.6 USE OF COMPUTERS
The Information Communication Technology Systems (ICTS) Officer will establish e-mail accounts for all new hires. If you do not have e-mail access within three days of hire, contact the Human Resources Office.
It is understood that the computers installed in ALS are to be used exclusively for ALS work. Given the danger of importing viruses etc. which can cause extensive damage and lead to important information being lost, no personal software packages may be installed or used without The Superintendent authorisation.
Also, no software either commercial or developed in-house by ALS may be copied without prior The Superintendent authorisation.
Further,
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All ICT Resources are intended for business use only; personal use of these resources is strictly prohibited;
All Users have a duty to maintain, protect and respect the confidentiality of ALS sensitive information;
Access to any computer resource must be properly approved and authorised by the Superintendent;
Passwords must be changed on a regular basis and kept secret; password changes shall be automatically enforced by the computer systems where possible and at regular intervals;
All data must be stored on servers in order to ensure it is backed up regularly;
To counter the threat of viruses, files and attachments must not be downloaded to the network, either from email, the Internet, CD or floppy/Flash, except for authorised ALS business purposes;
Access to ALS’s email system, as a general rule, is given to all users. Specific conditions or circumstances, however, may cause ALS to not provide such access. Access to external and/ or Internet email is only granted to users who need such a facility in order to carry out their ALS duties; email should not be send/receive more than 2mb.
Internet access is only allowed for pure education purposes;
Copying and removal of ALS’s installed programmes and software is strictly prohibited. In the event this provision is breached and if such copying and/or removal are proven, disciplinary action will be taken. Sanctions may include dismissal.
Installation and downloading unlicensed or unapproved software is strictly prohibited;
Downloading allowed to only approved users.
Hardware (computer/printers etc.) should not be moved from its place without ICTS Officer’s prior approval.
Given the seriousness of the implications of the above, non respect of these stipulations could lead to action.
9.6.1 Support Requests
Staff members who need help with computer related problems may contact the ICT team by filling out a Support Request Form. The form is available at the ICT Office.
If the situation is urgent, you can contact the ICT Officer directly at his published extension number.
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10.0 SCHOOL PROCEDURES: LIBRARY
10.1 LIBRARY CODE OF BEHAVIOUR
Consideration for others is the basic principle. Noise levels must be always kept low for those who are working seriously and quietly.
Socializing with friends during break time is not allowed.
Classroom teachers should maintain behaviour of students according to library rules.
Students entering/exiting the library must always maintain quiet that is acceptable in accordance with library standards.
Backpacks or bags must be left outside the library.
Students must check out all materials before leaving the library.
No food or drink is allowed in the library.
Use of academic pass is to accomplish an academic activity and check in or check out library materials.
Computers may only be used for academic purposes.
Computer lab rules on the use of the Internet apply in the library and must be observed at all times.
Use of library must be in keeping with all student expectations as stated in the ALS Student Handbook.
10.2 CIRCULATION POLICY
10.2.1 General Check Out: Students and staff must present school ID before checkout. Only registered students,
teachers, and staff may check out materials from the library. (Substitute teachers may not check out materials.)
Patrons are responsible for the condition and timely return of library materials. The ALS library reserves the right to revoke, limit, or suspend library privileges for repeated cases of numerous lost books, damaged materials, and chronic overdue situations.
Patrons may not check out any library material for another patron.
Any patron with overdue materials may not check out another item until all overdue materials are returned and fines paid.
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Patrons may request renewal of materials in person, by phone (ext. 235), or through email.
Initially, students will be allowed 1 item per checkout, but the number of items may be increased once the student has demonstrated responsibility for proper care and timely return.
Checkout limits are as follows:
Books 2 weeks Reference Overnight AV materials 2 weeks Magazines 1 week
10.2.2 Check Out Of Library Materials By Teachers For Classroom Use:
Any teacher who intends to keep library resources for the whole year will be given a reminder on a regular basis.
Holds or requests for specific titles will take precedence over renewals. The library will recall books that are due and which have requests or holds from other patrons.
Any teacher who lends a library book to a student or another teacher or staff is responsible for the return of said item. Teacher is responsible for replacement cost and repair in the event of loss or damage to the item.
Teachers may not check out more than 15 books at any one time for each Unit of Inquiry cycle within a two-week period.
Teachers may request a renewal of materials provided there are no holds on materials being renewed. Additional checkouts will be allowed only after returning materials to the library. Checkouts may not exceed 15 items at any one time.
10.2.3 Thematic Units
Teachers are asked to place requests for resources for their Unit of Inquiry by email or in person at least one week before starting the unit.
Teachers must check out materials related to Unit of Inquiry under their name.
10.2.4 Fines, Damage, and Loss Of Item
Student patrons will be assessed a fine of 1 SAR per day per book. Under no circumstances must a fine exceed 100 SAR per book, but library privileges will be limited until fine is paid.
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Overdue notices will be issued every 2 weeks with fines calculated for the week ending the checkout period. The third notice will include the price of the book, processing and handling, and fines and must be paid within a 10-day period or a replacement will be ordered and the cost charged to the student.
The cost of replacing a lost book will be charged to the patron, including a processing fee of 20% of the cost of the item, shipping and handling and the fine owed.
A patron returning any item that has liquid stains or tears, or scribbles will be charged a replacement cost and 20% processing fee plus shipping and handling.
Materials from the professional collection will be capped at US 200.00 per item if lost or damaged. Some materials become out of stock and out of print, making replacement of such materials impossible.
Teachers are encouraged to bring students to the library for research purposes. Books requested or needed for a specific unit will be put on the reserve section of the library and will be readily available to students when they visit the library.
11.0 SCHOOL PROCEDURES: MAINTENANCE
11.1 MAINTENANCE
The Facilities Team is responsible for the routine maintenance of facilities of the School. He is assisted by a team of maintenance staff.
While routine and ad hoc maintenance of any breakdowns are attended to throughout the school year, major renovation works and upgrading of facilities should be planned and scheduled for the Summer and Winter vacations so as not to interfere with the operation of the school.
Request for maintenance works and upgrading of facilities can be generated from the academic or administrative staff. Works that are of high cost and non-recurrent will be classified as Capital Expenditure and should be approved by the Superintendent.
The procedure for requesting of maintenance service is as follows:
1. Maintenance Service within teaching areas
Clearly outline the necessary work on a Maintenance/Service Request Form (MSRF) and then discuss the matter with the Principal. The form is available at the Facilities Office and in the appendix.
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When any obvious spending is necessary as part of this maintenance, the MSRF should be accompanied by a Requisition Form (RF) detailing the nature and cost of materials or items to be purchased. With the recommendation of the Superintendent, this RF is submitted to the Business Manager.
Make a copy of MSRF for your personal records.
2. Maintenance Service outside teaching areas.
Fill in the Maintenance Service Request Form giving a detailed description of job or service requested, and then submit it to the Principal for decision. The Principal will follow up with the Facilities Officer.
Do as above if the job or service requires necessary spending.
11.2 MOVING OF FURNITURE/EQUIPMENT/ITEMS
If you want a piece of furniture or an equipment to be moved and/or disposed of, you use the Request to Move Items Form and explain why this action is necessary. The form can be obtained from the Facilities Office.
1. An item can be considered for condemnation when:
It is no longer serviceable It is not economical to repair It is obsolete It is lost
2. The end user fills out the Request to Move Items Form.
3. It must be approved by the respective Principal/Manager.
4. It is then inspected and supported by the Facilities Officer.
5. The Superintendent will approve the condemnation of the items.
6. The form will then be forwarded to the Business Manager for necessary action.
7. The Facilities Officer will then determine if the items to be donated or sold or moved somewhere where it is needed.
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11.3 KEY ISSUE
All staff will be issued a classroom / room (or office) key on arrival to ALS. They are expected to return the keys to ALS before leaving their annual leave or the end of their contract.
If a staff member loses a school key, he / she is to notify the Facilities Office requesting a replacement and copy to his / her respective Principal/Line Manager. The cost of replacing the key is covered by the faculty member and needs to be paid to the Facilities Office.
11.4 LOCKING OF CLASSROOMS/WORK AREAS
Where possible, all staff members are requested to ensure that their work areas are locked on departure from the school. It is the responsibility of everyone to ensure that the work area is safe from unauthorized entry since unlocked work areas can create unnecessary temptation.
Staff are responsible for items within the work area office. If any items are missing from a locked classroom, staff are required to notify Facilities as soon as possible with the details. A copy of the email needs to be given to the respective Principal, Manager or Officer.
During holiday periods – staff are requested to either take personal items home or lock them within the work area. During such times, the classrooms/work areas might be opened for maintenance or upgrade work. The Facilities Office will ensure that classrooms will be locked on completion of work.
11.4.1 Access to ALS
ALS is protected by security staff 24 hours a day. The aim is to ensure the safety of students and staff and to safeguard school assets.
After 1630, from Saturday to Wednesday, external doors will be closed. If you plan to remain at school after 1630, please inform the Facilities Officer in
advance. If you plan to work at school at the weekend or during holidays, please inform the
Facilities Officer in advance. Make sure you have a mobile number for an internal security staff member if you
need to enter the school without prior planning.
11.5 CLEANING OF CLASSROOMS
Routine classroom cleaning is conducted at the end of each day and major cleaning during holiday breaks by ECCO.
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Prior to any holiday break, the Facilities Officer will notify the respective Principals as to which floors and classrooms will need to be cleared by the teachers.
Principals will notify the teachers to “prepare” their classrooms for cleaning on receipt of this information from the Facilities Officer. Teachers will then be aware that someone will have access to their locked classroom during a holiday break and to ensure that all valuables are locked in a safe place.
11.6 STAFF ROOM
Refrigerators will be cleaned during each holiday break.
All staff are requested to remove all containers with food from the refrigerators by the end of lunchtime on the last day prior to the holiday break. There can be no guarantee that these containers will be there after the holiday break.
12.0 SCHOOL PROCEDURES: SECURITY
12.1 SECURITY
Security of ALS is provided by guards working 24 hours. The aim is
1. to take control measures to ensure the safety of our students2. to safeguard the school assets.
Visitors, including parents, should wait at the reception area. A member of staff should accompany them if they were to proceed beyond the reception area.
External visitors may be required to call the school in advance to schedule an appointment, which will then be logged with the security guard.
Guards are authorized to search or report on any person who is suspected to have taken any school property.
Since we have a closed campus system, any student without a Principal’s authorization will not be allowed to leave the school campus during school hours.
All students and staff are expected to wear current identification cards.
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Students entering the school during non school days must give prior notice to the Principal.
12.1.1 Visitors’ Log Book
Security will be managing a visitors’ log to record the names of all visitors, the name of their contact person at ALS, the date, the time of arrival and the time of departure. The visitor will also be requested to print and sign his/her name. The contact person will be notified by security when his/her guest arrives. The contact person or their representative will be expected to collect his/her visitor from Reception and to accompany the visitor at all times.
12.1.2 Visitors’ Badges
In line with common practice in Riyadh, all visitors will be given a Visitors’ Badge. The Visitors’ Badges will be numbered and the number will be recorded in the Visitors’ Log Book alongside the Visitors’ name. Visitors will be required to submit their Iqama to security in exchange for a Visitors’ Badge. Visitors will be obliged to wear their badge on site. Visitors will be given their Iqama at the time of their departure, when they return their Visitors’ Badge.
12.1.3 Implementation
Your help will be needed in order to implement this process.
Please advise your visitors of the procedure. Please advise Reception if you are expecting any visitors so visitors’ names can be
recorded in the Log Book. Please wear your Badge to set an example for our visitors.
Finally, the Visitors’ Badges will not be required for events involving many guests, such as Parents’ Evenings.
12.1.4 Employees Badges
All employees are required to wear their badges in all meetings with staff and parents. The Human Resources Office issues these badges at the beginning of the year. Returning Employees should keep their badges so they can be used in following years.
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13.0 SCHOOL PROCEDURES: PURCHASING
13.1 PURCHASING PROCEDURES
All requests for purchases of materials or works and services have to be processed by the Purchasing Officer. All user departments must raise the Materials/Services Requisition Form (RF). The RF goes to the Business Manager. If teacher raises purchase, it needs to go to the Principal first. The form can be obtained from the Business Office.
13.1.1 Filing of RF
Purchase related RF are filed by purchasing section as reference for future purchase.
13.1.2 Lead Time for Purchasing
All items purchased locally will require at least a period of 7 working days for processing and delivery after RFs is approved.
All items imported from overseas, e.g. books and equipment will require a period of three months for processing and delivery. All requests of school books for each semester must reach the purchasing section six months before start of term.
13.2 TEACHERS’ SUPPLIES
Staff needing supplies, such as paper and pens, should fill out the Supplies Request Form and put it into the “Supplies Request Box” located in the Staff Room. Some supplies, such as staplers, hole punchers, and staple removers will be given to the teachers when they first joint ALS. Returning staff will not receive those items. The form can be obtained from the photocopy room supply room in Basement of villa 5.
All new teachers to the school will receive a Starter pack. If they require further stationery, they need to fill out the Supplies Request Form and submit it to Admissions.
13.2.1 Stationery Package for Classroom Starter Packs
Each Elementary School Classroom will have a number of supplies for each student in their classroom for the beginning of the school year.
Subject Stationery requirements - All subject teachers / Class teachers are responsible for forwarding the stationery (exercise books/paper etc) requirements for their subject to the appropriate Principal by April of each year, for the new school year. The Principals will
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compile the stationery lists and forward them to the Supplies Officer to ensure that there is a stock of stationery in specific subjects to issue their requirements.
13.2.2 Procedure for Ordering Stationery
Complete in the Supplies Request Form. This form is found on the intranet in the academic folder and is available from the PAs.
Complete in the form, indicating the number of each item you would like. Hand the form to your immediate supervisor for approval and signature. This form will then be sent to the supply room to be collected and returned to the
PAs offices from where you will pick up your materials. Allow a 2 day window for delivery of items that are in store at the school.
It is possible to order other stationery items not included on the list, but it needs to be done through the Principals’ offices, using a Requisition Form.
Emergency supplies like white board markers, pens and pencils will also be available with the PAs.
13.3 END OF YEAR CLEARANCE PROCEDURES (ACADEMIC)
ALL teaching staff need to ensure that their classroom/office is ‘PACKED UP’. This means:
All school equipment returned and accounted for (Library) All desks in the centre of the classroom with chairs stacked on top All bookshelves covered with black plastic (available from Facilities) All window and other shelves clear of everything Filing cabinets locked (leaving staff, make sure you leave the key with the
Principal) Computers shut down Anything of any value taken home or locked in the filing cabinet (items have
disappeared from locked classrooms in the past, but not from locked filing cabinets) Bulletin Boards cleared or covered up if you want to keep the information
ALL STAFF need to complete the whole Clearance Form to ensure that all procedures are completed. A signature not obtained can mean a hold up to your leaving procedures, and PLEASE do not expect anyone to have to sign your forms on the last day of school. Principals will not be available at all to do this on the last school day, nor check classrooms.
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14.0 LIST OF FORMS
No. Name of Form/Document
1 Absence Report (Arabic and English)2 Emergency Contact List3 Employee Contact Information Form4 Employee Final Clearance Form5 Employee Summer Clearance Form6 Fax Form7 Maintenance/Service Request Form8 Materials/Services Requisition Form9 New Employee Arrival Report10 Organigram 11 Overtime Request /Approval Form12 Permission to Leave During Working Hours13 Photocopy Request Form14 Request for Pick Up Form15 Request to Move Items Form16 Returning Employee Report17 School Calendar18 School Map19 School Telephone Extensions20 Staff List21 Summer Maintenance and Repair Form22 Supplies Request Form23 Support Request Form24 Training Request Form25 Travel Information Form26 UPS/Express Mail Requisition Form
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