Policy: Responsible Use of Generative Artificial Intelligence (AI)

Date of issue: 1/11/2025   |   Edition: First

Reviewed by: Policy Review Committee

Issued by: Prof. Taghreed Khalil Mohammed Ali Al Haidari; Prof. Galawish Ahmed Abdulla

Applies to: Faculty members and students   |   Scope of work: Al-Kindy College of Medicine

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Policy on the Responsible Use of Generative Artificial Intelligence (AI), Al-Kindy College of Medicine (KMC)

2. Purpose

This policy aims to guide the responsible, ethical, and educationally sound use of generative artificial intelligence tools, including large language models and similar technologies, by students and faculty members.

The policy supports academic excellence, integrity, patient safety, and professional development across academic, clinical, teaching, learning, and research-related educational activities.

3. Scope

This policy applies to:

• All undergraduate medical students.
• All faculty members and instructors.
• Academic and educational support staff.
• All educational and curricular activities, including courses and assignments, assessments and examinations, clinical documentation used for learning purposes, research writing, and academic outputs.

4. Definitions

Generative Artificial Intelligence (AI): Digital systems capable of producing text, images, computer code, or other content in response to prompts, including large language models.

Academic Integrity: Commitment to honesty, trust, fairness, respect, and responsibility in teaching, learning, assessment, and scholarly activities.

Protected Health Information (PHI): Any identifiable patient information that must be protected in accordance with applicable privacy and data-protection regulations.

5. Policy Statement

Al-Kindy College of Medicine permits the use of generative AI as a supportive educational tool provided that such use:

• Maintains academic integrity and transparency.
• Preserves the originality of student work and supports the development of critical thinking.
• Does not compromise patient confidentiality or data security.
• Is consistent with institutional values, professional ethics, and accreditation standards.

Generative AI must not replace human judgment, clinical reasoning, or professional responsibility.

6. Roles and Responsibilities

Students

• Remain the primary authors of all submitted academic work.
• Disclose and appropriately acknowledge the use of AI when such use is permitted.
• Comply with course guidance and institutional instructions.
• Protect the confidentiality of educational information and patient information.

Faculty Members and Instructors

• Define and communicate acceptable AI use in course descriptions and assessments.
• Design assessments that emphasize human reasoning and professional judgment.
• Ensure that AI is not used as the sole evaluator of student performance.
• Model ethical and transparent use of AI in teaching.

The Institution

• Provide guidance, training, and oversight related to AI use.
• Ensure alignment with accreditation, privacy, and academic-integrity requirements.

7. Procedures and Guidelines

7.1 Governing Principles for the Use of Generative AI

A. Academic Integrity

• Students may not submit AI-generated content as their own work unless this has been explicitly authorized.
• Faculty members must clearly define the permitted level of AI assistance for each activity.

B. Transparency and Attribution

Any AI contribution must be disclosed, including:

• Name of the tool.
• Purpose of use.
• Extent of the tool’s contribution.
• The disclosure must appear in written work, presentations, and scholarly outputs.

C. Human Oversight and Critical Thinking

• AI is to be used only as an assistive tool.
• Clinical reasoning, ethical judgment, and professional communication must remain based on human effort.
• Faculty members should prioritize assessment methods that measure understanding and analysis.

D. Privacy and Data Protection

• Identifiable patient data or protected health information must not be entered into public AI tools.
• Use of AI in clinical learning must comply with institutional and legal data-security requirements.

7.2 Acceptable and Unacceptable Use

A. Students — Permitted with Conditions

• Study support, such as summarization and explanation of concepts, with critical review.
• Idea generation and editing assistance, provided the final work reflects independent thinking.

Prohibited without Permission

• Submitting assignments or reflective work generated directly by AI.
• Using AI in closed examinations unless explicitly authorized.
• Uploading confidential or sensitive data to AI platforms.

B. Faculty Members and Instructors — Permitted

• Developing educational materials and learning resources.
• Enhancing educational interaction while ensuring accuracy.

Restricted

• Using AI as the sole marker or evaluator.
• Replacing essential learning outcomes with AI-generated outputs.

7.3 Documentation and Disclosure Requirements

When AI contributes to academic work, the following statement, or an equivalent statement, should be included:

“This work includes content assisted by [name of AI tool]. The author reviewed, edited, and verified the content, and the tool was used for the stated purpose.”

This disclosure supports transparency and accountability in academic work.

7.4 Training and Support

The College is committed to:

• Organizing workshops on AI literacy, ethical use, and limitations.
• Raising awareness of risks such as bias, inaccuracy, and hallucination.
• Providing guidance consistent with best practices in medical education.

7.4 Academic Integrity and Implementation

• Misuse of generative AI may constitute an academic violation and will be managed in accordance with applicable academic-integrity policies.
• Faculty members may use manual review and supportive tools, but should not rely exclusively on automated AI-detection systems.

Policy: Assessment and Evaluation Policy

Date of issue: 1/11/2019   |   Edition: First

Reviewed by: Prof. Thikra Najm Abdullah

Issued by: Prof. Ekhlas Khalid Hameed; Prof. Galawish Ahmed Abdulla

Applies to: All students   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2022; Third edition 1/9/2023; Fourth edition as recorded in the approved policy.

Approved by: Strategic Plan and Policies Committee

1. Title

Assessment and Evaluation Policy

2. Purpose

The purpose of this policy is to establish a structured, transparent, and quality-assured system for student assessment at Al-Kindy College of Medicine. It ensures that assessment practices are valid, reliable, fair, aligned with intended learning outcomes, and consistent with accreditation requirements and international standards in medical education.

3. Scope

This policy applies to all undergraduate medical assessments conducted at Al-Kindy College of Medicine, including written examinations, clinical examinations (OSCE), practical assessments, and electronic assessments. It also applies to all faculty members, examiners, committee members, and administrative staff involved in assessment processes.

4. Definitions

Assessment: A systematic process used to evaluate students’ knowledge, clinical skills, professional behavior, and attitudes through valid and reliable tools aligned with learning outcomes.

Objective Structured Clinical Examination (OSCE): A structured clinical assessment method intended to objectively assess clinical competence through standardized stations and unified marking schemes.

Item Analysis: A statistical process used to evaluate the quality of examination questions, including difficulty, discrimination, and reliability indices, with the aim of improving assessment quality.

Academic Integrity: Adherence to ethical principles in assessment, including honesty, fairness, confidentiality, prevention of cheating, and prevention of misconduct.

5. Policy Statement

Al-Kindy College of Medicine is committed to implementing a comprehensive, transparent, quality-based assessment system that aims to:

• Assess knowledge, clinical skills, and professional attitudes.
• Use a variety of assessment methods.
• Ensure fairness, consistency, confidentiality, and academic integrity.
• Comply with Ministry regulations and international accreditation standards.
• Support continuous improvement through evidence-based assessment and feedback.

6. Roles and Responsibilities

A. Formation and Organizational Structure

Committee Chair: Appointed by the College administration; preferably experienced in medical education and assessment.

Members: Representatives from scientific departments, the Medical Education Unit, the Quality Assurance Unit, and Student Affairs.

B. Subcommittees

• Questions and Assessment Committee: Responsible for preparing and reviewing examination questions.
• Clinical Examinations Committee (OSCE): Oversees the organization, standardization, and implementation of clinical examinations.
• Printing and Confidentiality Committee: Oversees examination printing and protects confidentiality.
• Invigilation and Organization Committee: Manages examination halls, distributes invigilators, and organizes logistics.
• Psychometric Committee: Ensures the validity, reliability, fairness, and quality of assessments through systematic psychometric analysis and evidence-based recommendations.
• Quality Assurance of Assessment Committee (QAAC): Ensures that all assessment processes are valid, reliable, fair, transparent, aligned with learning outcomes and accreditation standards, and subject to planning, implementation, monitoring, and continuous improvement.

7. Procedures and Guidelines

First: Assessment Design and Implementation

• Define and publish the principles, methods, and practices used for student assessment.
• Evaluate and document the validity and reliability of assessment tools. Reliability is assessed by the Psychometric Committee, for example through reliability coefficients for MCQ examinations during electronic OMR marking, while validity is assessed by comparing questions with examination blueprints. Results are subsequently managed by the Quality Assurance of Assessment Committee.
• Make decisions and prepare action plans based on analytical reports issued by the Psychometric Committee and the Quality Assurance of Assessment Committee.
• Ensure assessment covers knowledge, skills, and professional attitudes, with clear assessment blueprints for all courses linking learning outcomes to curriculum content and examination structure.
• Use a range of assessment methods with an appropriate balance between formative and summative assessment, written and oral examinations, portfolios, logbooks, and special examination formats such as OSCE and Mini-CEX.
• Maintain systems for detecting and preventing plagiarism and use standardized marking schemes and checklists in OSCEs to ensure consistency.
• Ensure constructive alignment between educational outcomes, instructional methods, and assessment methods, and confirm that assessment methods comply with College regulations.
• Encourage and facilitate external review of assessment.
• Ensure assessment principles and methods align with learning outcomes and teaching methods.
• Use surveys and feedback to improve student learning.
• Apply the Conflict of Interest Policy to prevent any party from improperly influencing student results, positively or negatively.
• Introduce new assessment methods where appropriate.
• Encourage participation of external examiners and require feedback reports.

Organizational Procedures

• Prepare examination schedules in accordance with the study plan.
• Organize examination halls and distribute students and invigilators.
• Prepare examination questions, collect them from scientific departments, review them, and store them in the question bank.
• Conduct clinical examinations (OSCE), organize stations, and train examiners.
• Mark examination papers in an appropriate environment while maintaining grade confidentiality.
• Announce results after verification and prepare final lists.
• Handle objections in accordance with approved procedures.

Second: Quality Assurance and Continuous Improvement

• Evaluate assessment performance using statistical analysis of examination results to measure the effectiveness of questions and assessment methods.
• Provide continuous training through workshops for committee members and examiners.
• Update the question bank periodically in line with current curricula.
• Monitor and evaluate the application of assessment principles and methods periodically.
• Review blueprints to ensure coverage of knowledge, skills, and attitudes.
• Review the use of varied formative and summative assessment methods and recommend improvements.
• Improve the implementation of the Conflict of Interest Policy.
• Evaluate and improve the validity and reliability of assessment tools.
• Review external examiner reports and develop action plans based on their recommendations.
• Propose plans to improve alignment between learning outcomes, teaching methods, and assessment.
• Prepare periodic reports to refine formative and summative assessments.
• Review the effectiveness of feedback after each examination.
• Conduct regular item analysis covering difficulty, discrimination, and reliability.
• Hold post-examination meetings to evaluate implementation and outcomes.
• Store all assessment materials in a secure and confidential archive.

Third: Academic Integrity and Transparency

• Monitor and address cheating and misconduct in accordance with institutional regulations.
• Ensure assessment is subject to external review when required.
• Coordinate review processes before and after examinations.

Fourth: Capacity Building and Feedback

• Organize continuous training programs for examiners and committee members.
• Encourage feedback from students, examiners, and external reviewers.
• Use surveys to support evidence-based improvement.

8. Review and Update

The Assessment and Examinations Committee, in cooperation with the Quality Assurance Unit, periodically reviews assessment practices while considering:

• Trends in student performance.
• Stakeholder feedback.
• Developments in assessment methods.
• International benchmarking and accreditation requirements.

9. Approval and Effective Date

This policy is approved by the College Council and the Deanship of Al-Kindy College of Medicine, becomes effective from the date of approval, and is subject to periodic review in accordance with institutional governance procedures.

10. Compliance with Ministry Regulations

The College shall comply with Examination Instructions No. 134 of 2000 issued by the Ministry of Higher Education and Scientific Research and coordinate with relevant authorities to ensure the smooth conduct of examinations.

Policy: Conflict of Interest Policy (COI)

Date of issue: 1/11/2025   |   Edition: First

Reviewed by: Policies Committee, Al-Kindy College of Medicine

Issued by: Prof. Thikra Najm Abdullah

Target group: Students   |   Scope of work: Al-Kindy College of Medicine

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Conflict of Interest Policy (COI)

2. Purpose

This policy aims to ensure integrity, fairness, transparency, and credibility in practical, clinical, and oral examinations conducted by the College of Medicine.

It defines and regulates conflicts of interest related to the appointment and participation of faculty members and external examiners, thereby protecting academic standards and maintaining public trust.

3. Scope

This policy applies to all faculty members and external examiners appointed as co-examiners in practical, clinical, and oral examinations, including individuals from:

• Other medical colleges or universities.
• Institutions of the Ministry of Health.
• International institutions.

4. Definitions

Conflict of Interest: Any situation in which personal, professional, financial, academic, or institutional relationships have an actual, potential, or perceived influence on an individual’s objectivity, independence, or professional judgment when assessing students.

5. Policy Statement

Al-Kindy College of Medicine is committed to ensuring that all assessment activities are conducted according to the highest standards of objectivity, impartiality, and professionalism.

All actual, potential, or perceived conflicts of interest must be disclosed, reviewed, and appropriately managed to preserve the credibility of examination outcomes.

6. Roles and Responsibilities

Committee Chair — Appointed by the College Administration

• Oversee implementation of this policy.
• Ensure appropriate review and management of disclosed conflicts of interest.
• Submit policy-related reports to the College Council and College administration.

Committee Members — Student Affairs, Student Registration, and Legal Affairs

• Review conflict-of-interest declarations objectively and confidentially.
• Recommend appropriate measures for managing conflicts.
• Ensure consistent implementation of the policy.

Subcommittees — Heads of Scientific Departments

• Support the Examinations Committee in reviewing declarations.
• Assist in monitoring compliance and reporting any breaches.

7. Procedures and Guidelines

7.1 Types of Conflict of Interest

First: Academic and Professional Conflicts

• Current or recent participation in teaching the same subject at the College.
• Working as a part-time, visiting, or collaborating faculty member in the same subject.
• Participation in curriculum design or preparation of assessment for the course under examination.
• Having a supervisory or academic-advising relationship with students being examined.

Second: Personal Relationships

• A family, close personal, or social relationship with any student being examined.
• Personal disputes or close friendships with internal examiners or students.

Third: Institutional Conflicts

• Holding an administrative or leadership position within the College in which the examination is being conducted.
• Participating in institutional decisions that may affect examination results.

Fourth: Financial and Other Interests

• Financial gain linked to examination outcomes.
• Receiving gifts, privileges, or incentives connected with assessment activities.
• Any other interest that could reasonably be perceived as compromising impartiality.

7.2 Disclosure of Conflicts of Interest

• All external examiners must complete and sign a Conflict of Interest Declaration before participating in examinations.
• Any actual, potential, or perceived conflict must be disclosed.
• Declarations are submitted to the College Examinations Committee or another authorized body.

7.3 Management of Conflicts of Interest

• Declared conflicts are reviewed by the Examinations Committee.
• Management measures may include excluding the examiner from assessing particular students or stations, modifying examiner duties, or withdrawing and replacing the external examiner.
• Failure to disclose a conflict of interest may lead to termination of the appointment and exclusion from future examination duties.

8. Review and Update

This policy is periodically reviewed to ensure continued alignment with accreditation standards, regulatory requirements, and best practices in medical-education assessment.

9. Approval and Effective Date

This policy is approved by the College Council and the Deanship of Al-Kindy College of Medicine. It becomes effective from the date of approval and is subject to periodic review in accordance with institutional governance procedures.

10. Compliance with Ministry Regulations

This policy complies with all applicable regulations and instructions issued by the Ministry of Higher Education and Scientific Research, and subsequent Ministry updates shall be incorporated when issued.

Policy: External Examiner Policy for Practical and Clinical Examinations

Date of issue: 1/11/2025   |   Edition: First

Reviewed by: Prof. Taghreed Khalil Mohammed Ali Al Haidari; Asst. Prof. Raghad Emad Al-Deen

Issued by: Prof. Thikra Najm Abdullah

Applies to: Students   |   Scope of work: Al-Kindy College of Medicine

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

External Examiner Policy for Practical and Clinical Examinations

2. Purpose

This policy defines the general framework for appointing external examiners and sets out their roles, responsibilities, and standards of professional conduct when participating as co-examiners in practical, clinical, and oral examinations at the College of Medicine.

It aims to ensure fairness, transparency, quality assurance, and alignment with national and international standards for assessment in medical education.

3. Scope

This policy applies to all practical, clinical, and oral examinations in undergraduate and postgraduate programs conducted by the College where external examiners are appointed.

External examiners may be selected from:

• Other accredited medical colleges or universities.
• Institutions affiliated with the Ministry of Health.
• Recognized institutions outside Iraq.

4. Definitions

External Examiner: An independent academic or clinical professional who is not involved in teaching the subject being assessed at the College and who participates as a co-examiner in practical and/or clinical examinations and submits an official feedback report.

5. Policy Statement

Al-Kindy College of Medicine is committed to maintaining the highest standards of assessment quality, objectivity, and credibility through the structured and systematic involvement of qualified external examiners.

External examiners contribute to independent verification of assessment standards, support quality-assurance processes, and strengthen public and professional confidence in examination outcomes.

6. Roles and Responsibilities

Committee Chair — Appointed by the College Administration

• Oversee implementation of the external examiner policy.
• Ensure appropriate appointment, orientation, and effective use of external examiners.
• Submit examination results and feedback reports to the College Council and College administration.

Committee Members — Represented by the College Council

• Nominate and approve appointments of external examiners.
• Ensure external examiners receive examination materials, regulations, and relevant instructions.
• Review feedback reports and follow up corrective actions.

Subcommittees — Heads of Scientific Departments and Examination Committees

• Coordinate organizational arrangements for examinations involving external examiners.
• Support standardization, moderation, and documentation of assessment outcomes.

7. Procedures and Guidelines

7.1 Eligibility Criteria for External Examiners

Academic and Professional Qualifications

• Hold a recognized medical degree and a relevant postgraduate qualification.
• Hold an appropriate academic title and/or clinical experience relevant to the examination subject.

Independence

• Must not participate in teaching the subject under examination at the College.
• Must not work as a part-time or visiting faculty member during the examination period.
• Must have no conflict of interest with the institution or the students.

Training and Experience

• Have training and experience in student assessment, particularly practical and clinical examinations.
• Previous experience with OSCE/OSPE, long and short clinical cases, and/or oral examinations is desirable.

Formal Appointment

• A formal written invitation must be issued to the external examiner.
• The appointment must be approved by the authorized academic body within the College.

7.2 Appointment Procedures

• External examiners are nominated by the scientific department and approved by the College Examinations Committee or another authorized body.
• A formal invitation letter is issued specifying the role, duration, and responsibilities.
• External examiners are provided in advance with examination instructions, assessment tools, and schedules.

7.3 Roles and Responsibilities of External Examiners

Participation in Examinations

• Work as co-examiners alongside internal examiners.
• Assess clinical skills, practical competence, communication skills, and professionalism.
• Ensure compliance with approved examination standards and guidance.

Assessment and Grading

• Use approved marking keys, checklists, and evaluation forms.
• Contribute to fair, consistent, and standardized grading.
• Participate in discussion of borderline cases when necessary.

Quality Assurance

• Confirm that examination content is appropriate to the level of training.
• Observe the organization and standardization of examination stations and cases.
• Identify strengths and weaknesses in assessment processes.

Feedback and Reporting

• Submit a written feedback report addressing the fairness and appropriateness of the examination, alignment with educational objectives and curriculum, organization and conduct of the examination, and recommendations for improvement.
• Submit the report to the relevant authority within the specified period.

7.4 Professional Conduct and Standards

• Maintain professionalism, integrity, and objectivity at all times.
• Treat all examination materials and student information as strictly confidential.
• Comply with institutional regulations, ethical standards, and patient-safety principles.

7.5 Conflict of Interest

• External examiners must disclose any actual or potential conflict of interest before participation.
• A conflict of interest may result in withdrawal or termination of the appointment.

7.6 Confidentiality

• Examination content, student performance, and results must not be disclosed to unauthorized parties.
• Feedback reports are used exclusively for academic improvement and quality assurance.

8. Review and Update

This policy is periodically reviewed to ensure continuing relevance, compliance with accreditation standards, and alignment with best practices in medical-education assessment.

9. Approval and Effective Date

This policy is approved by the College Council and the Deanship of Al-Kindy College of Medicine, becomes effective from the date of approval, and is subject to periodic review in accordance with institutional governance procedures.

10. Compliance with Ministry Regulations

This policy complies with all applicable regulations and instructions of the Ministry of Higher Education and Scientific Research, and subsequent Ministry updates shall be incorporated when issued.

Policy: External Expertise Policy for Undergraduate Medical Program Assessment

Date of issue: 1/11/2025   |   Edition: First

Issued by: Prof. Thikra Najm Abdullah

Reviewed by: Prof. Taghreed Khalil Mohammed Ali Al Haidari; Asst. Prof. Raghad Emad Al-Deen

Applies to: All students   |   Scope of work: Al-Kindy College of Medicine

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

External Expertise Policy for Undergraduate Medical Program Assessment

2. Purpose

This policy aims to ensure fairness, quality, transparency, and credibility in academic evaluation, particularly in final and graduation examinations, through the structured and systematic engagement of qualified external evaluators.

It also supports continuous quality improvement and compliance with national and international accreditation requirements.

3. Scope

This policy applies to all external evaluators participating in undergraduate assessment activities at Al-Kindy College of Medicine, including written, practical, clinical, and oral examinations, whether they are appointed nationally or internationally.

4. Definitions

National External Evaluator: An evaluator appointed from medical colleges, universities, councils, or relevant bodies within the Republic of Iraq.

International External Evaluator: An evaluator appointed from medical colleges, universities, councils, or relevant bodies outside the Republic of Iraq.

External Evaluator: An independent academic with adequate academic and clinical experience, preferably with a documented record in academic assessment, who contributes to quality assurance and the evaluation of assessment processes.

5. Policy Statement

Al-Kindy College of Medicine is committed to establishing formal and sustainable procedures for evaluating educational programs in order to determine the extent to which educational outcomes are achieved against stated educational objectives.

Engagement of external evaluators is an essential component of the College quality-assurance system and supports compliance with accreditation standards related to program effectiveness and assessment validity.

6. Roles and Responsibilities

Committee Chair — Appointed by the College Administration

• Oversee implementation of the external evaluator policy.
• Ensure coordination between external evaluators and relevant academic committees.
• Submit evaluation results to the Academic Council and College Council.

Committee Members — College Council Representatives

• Facilitate communication with external evaluators.
• Review reports and recommendations submitted by external evaluators.
• Support implementation of approved recommendations.

Subcommittees — Examination or Assessment Committees

• Assign external evaluators to specialties or courses.
• Review evaluation reports, including SWOT analyses.
• Monitor compliance with this policy and accreditation standards.

7. Procedures and Guidelines

7.1 Background and Governance

The undergraduate educational program at Al-Kindy College of Medicine is designed to ensure that graduates acquire a common foundation of knowledge, skills, attitudes, and professional values.

The curriculum is overseen by the Curriculum Committee, which reports directly to the Academic Council. Program evaluation is also supported by the College Assessment Committee.

7.2 Objectives of External Evaluation

1. Establish clear mechanisms for using external evaluators.
2. Ensure assessment methods are aligned with academic, local, and international standards.
3. Enhance transparency, fairness, and the credibility of the assessment system.

7.3 General Instructions for External Evaluators

• The external evaluator should hold an academic title of Assistant Professor, Professor, or be a recognized expert.
• The evaluator must have no conflict of interest.
• Each evaluator is assigned to one specialty or one curricular component.
• At the completion of the evaluation, the evaluator must submit a comprehensive written report, prepare a SWOT analysis covering strengths, weaknesses, opportunities, and threats, and discuss findings with academic committees and stakeholders in a constructive analytical manner.
• External evaluators must be provided with a standardized evaluation form that covers all curriculum levels.

7.4 Selection Conditions and Criteria

• Academic title: Assistant Professor or higher.
• Experience: At least five years of experience in medical education or academic assessment.
• Specialty: The same specialty as the course or examination.
• Impartiality: No conflict of interest with the College or students.

7.5 Responsibilities of the External Evaluator

1. Ensuring Fairness and Objectivity

• Maintain independence from internal faculty.
• Ensure unbiased assessment of all students.
• Confirm consistent application of assessment procedures.

2. Reviewing Assessment Tools

• Evaluate written examinations, including MCQs, short-answer questions, and essay questions, for alignment with educational objectives, level of difficulty, clarity, and relevance.
• Review OSCE/OSPE stations, clinical cases, and oral questions for validity and standardization.

3. Monitoring the Assessment Process

• Observe written, practical, clinical, and oral examinations.
• Ensure compliance with institutional rules and instructions.
• Confirm the availability of appropriate and standardized examination conditions.

4. Auditing Marking and Grades

• Review marking keys, model answers, and checklists.
• Ensure consistency in grading between examiners.
• Participate in moderation and review of borderline cases.

5. Evaluation of Clinical Competence

• Evaluate the completeness of history taking, clinical examination, clinical reasoning, communication, and professionalism.
• Ensure ethical conduct and patient safety.

6. Feedback and Recommendations

• Provide constructive feedback.
• Identify strengths and weaknesses in the assessment system.
• Recommend improvements in assessment design and examiner training.

7. Alignment with Accreditation Standards

• Confirm compliance with national and international medical-education standards.
• Support institutional quality-assurance processes.

8. Reporting

• Submit an official written report containing observations, issues, and recommendations.
• Submit the report to the relevant academic authority.

9. Confidentiality and Professionalism

• Maintain the confidentiality of examination materials and results.
• Comply with ethical and professional standards at all times.

7.6 College Obligations Toward External Evaluators

• Provide examination and course information in advance.
• Provide accommodation and transport when necessary, or agreed financial compensation.
• Respect external evaluator recommendations or document reasons for not implementing them.
• Maintain report confidentiality and avoid using reports against any party without consent.

7.7 Legal and Regulatory Aspects

• Sign a contract or memorandum of understanding before the assignment begins.
• Determine fees in accordance with academic or Ministry regulations.
• Archive evaluation reports and recommendations in the official academic records.

7.8 Periodic Evaluation of External Evaluators

• Evaluate the performance of external evaluators after each examination cycle.
• Feedback may be collected from internal faculty members and students when appropriate.

8. Review and Update

This policy is periodically reviewed to ensure alignment with accreditation standards, regulatory requirements, and best practices in medical-education assessment.

9. Approval and Effective Date

This policy is approved by the College Council and the Deanship of Al-Kindy College of Medicine, becomes effective from the date of approval, and is subject to periodic review in accordance with institutional governance procedures.

10. Compliance with Ministry Regulations

This policy complies with all applicable regulations and instructions of the Ministry of Higher Education and Scientific Research, and subsequent Ministry updates shall be incorporated accordingly.

Policy: Program Monitoring and Evaluation Policy

Date of issue: 1/11/2015   |   Edition: First

Prepared by: Prof. Taghreed Khalil Mohammed Ali Al Haidari; Asst. Prof. Raghad Emad Al-Deen; Asst. Prof. Mohanad Mundher Abdulghani

Reviewed by: Policies Committee

Applies to: The academic program   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/12/2021; Third edition 1/12/2024; Fourth edition 20/12/2025

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Program Monitoring and Evaluation Policy — Al-Kindy College of Medicine, University of Baghdad

2. Purpose

This policy establishes a comprehensive, systematic, and continuous framework for routine monitoring and periodic evaluation of the educational program at Al-Kindy College of Medicine. It aims to ensure continuous quality improvement in curriculum design, teaching and learning processes, student performance, graduate outcomes, resources, and social accountability, in alignment with national regulations and international accreditation standards.

3. Scope

This policy applies to all undergraduate medical programs at Al-Kindy College of Medicine and includes all curriculum components, students, graduates, faculty members, academic and administrative units, learning resources, and all internal and external stakeholders involved in the educational process.

4. Definitions

Program Evaluation: A systematic and continuous process of collecting, analyzing, and using information to assess and improve the quality, effectiveness, and outcomes of an educational program.

Stakeholders: Individuals or institutions connected with the educational program, including students, faculty members, graduates, employers, healthcare institutions, regulatory bodies, and community representatives.

Feedback: Structured information collected from stakeholders concerning program quality, teaching effectiveness, the learning environment, and graduate performance.

Social Accountability: The commitment of the medical college to direct its educational, research, and service activities toward priority health needs in society.

5. Policy Statement

Al-Kindy College of Medicine is committed to implementing an organized and transparent system for program monitoring and evaluation that ensures continuous quality improvement. The College regularly evaluates its curriculum, teaching methods, student performance, graduate outcomes, learning resources, and stakeholder satisfaction. Evaluation results are used to guide curriculum planning, implementation, and development and to maintain alignment with the institutional mission, national priorities, and international standards.

6. Roles and Responsibilities

First: Dean and College Council

• Approve evaluation policies, reports, and action plans.
• Review evaluation findings and ensure implementation of improvement strategies.

Second: Program Evaluation Committee

• Coordinate periodic program monitoring and evaluation activities.
• Prepare evaluation reports and recommendations.

Third: Curriculum Committee

• Review curriculum structure, content, teaching methods, and assessment tools.
• Propose curriculum improvements.

Fourth: Quality Assurance Unit

• Ensure compliance with accreditation standards.
• Analyze feedback and performance data.

Fifth: Graduate Follow-up Committee

• Monitor graduate outcomes and professional performance.

Sixth: Student Advising Committee

• Use performance data to identify students who require academic support.

7. Procedures and Guidelines

7.1 Routine Program Monitoring

The College conducts continuous and periodic monitoring of the educational process, including the curriculum, student performance, assessment methods, teaching strategies, graduate outcomes, and learning resources. Monitoring is carried out annually or every two years through the relevant committees. Feedback is regularly collected from students, faculty members, graduates, community members, and other stakeholders. All reports are submitted to the Dean and College Council for review and necessary action.

7.2 Curriculum Evaluation

The curriculum is periodically evaluated through structured reviews conducted by the Curriculum Committee and Quality Assurance Unit. Evaluation includes educational objectives, content organization, teaching methods, clinical training, and assessment tools. Action plans are prepared based on evaluation findings and stakeholder feedback.

7.3 Evaluation of Student Progress

Student progress is evaluated using performance indicators such as examination results, attendance rates, progression rates, and continuous assessment. Relevant committees review student data and recommend academic-support measures or policy adjustments.

7.4 Identification and Management of Problems

The College maintains a confidential system for identifying academic problems through surveys, evaluations, focus groups, and direct communication. Problems are documented, analyzed, and translated into improvement plans approved by the College Council.

7.5 Use of Evaluation Results in Curriculum Development

Evaluation findings directly influence curriculum planning, implementation, and development. Approved recommendations may lead to curriculum revision, modification of teaching strategies, reallocation of resources, or introduction of new educational activities.

7.6 Periodic Comprehensive Program Evaluation

A. Educational Context

The College evaluates its organizational structure, learning environment, and institutional culture through periodic institutional reviews.

B. Curriculum Components

Specific curriculum components, including courses, clinical rotations, and assessment methods, are reviewed annually.

C. Long-term Outcomes

Graduate performance is monitored through surveys, postgraduate enrollment, examination results, and professional achievements.

D. Social Accountability

The College evaluates its contribution to community health needs through community-service programs, seminars, research activities, and cooperation with healthcare institutions.

7.7 Student and Faculty Feedback

The College systematically collects feedback from students and faculty members regarding teaching quality, program content, and the learning environment. These data are analyzed by the relevant committees and used for program development and quality improvement.

7.8 Student and Graduate Performance

Student and graduate performance is analyzed in relation to the College mission, curriculum, resources, and student backgrounds. Findings are used in curriculum planning, admission policies, and student-advising services.

7.9 Stakeholder Engagement

Key stakeholders, including faculty members, students, employers, healthcare institutions, and regulatory bodies, are actively involved in program evaluation. Evaluation findings are shared with external parties, and their feedback is incorporated into institutional planning and development.

8. Review and Update

This policy is periodically reviewed by the Program Evaluation Committee and the Quality Assurance Unit. Amendments are approved by the Dean and College Council based on evaluation findings, stakeholder feedback, and accreditation requirements.

9. Approval and Effective Date

This policy is approved by the College Council and becomes effective from the date of approval. It is subject to periodic review in accordance with institutional governance procedures.

The policy supports a closed-loop quality-assurance system in which evaluation leads to action, action leads to improvement, and improvement is continuously monitored.

Policy: Student Support and Academic Advising Policy

Date of issue: 12/1/2025   |   Edition: First

Issued by: Prof. Suzan Amana Rattan

Reviewed by: Prof. Galawish Ahmed Abdulla; Prof. Taghreed Khalil Mohammed Ali Al Haidari

Applies to: College students   |   Scope of work: Al-Kindy College of Medicine

Approved by: College Council and Strategic Plan and Policies Committee

1. Policy Title

Student Support and Academic Advising Policy

2. Purpose

This policy aims to establish a supportive, inclusive, and motivating educational environment at Al-Kindy College of Medicine that enhances students’ psychological and social well-being, strengthens resilience, and promotes academic and professional success. It ensures equitable and fair access to academic advising, psychological and educational counseling, and learning guidance. The policy is aligned with the College’s strategic objectives, institutional-governance framework, quality-assurance system, and accreditation requirements.

3. Scope

This policy applies to:

• All students enrolled in the six academic years of the College.
• Faculty members formally selected and appointed as liaison members of the University Psychological Counseling Unit.
• The Psychological Counseling and Educational Guidance Unit within the College.
• Relevant administrative units, including Student Affairs, Registration, Continuing Medical Education, and Student Activities.

4. Definitions

Student Support: A comprehensive set of services, programs, and resources intended to promote students’ academic success, psychological stability, and social adjustment throughout their studies at the College.

Academic Advising: An organized and continuous guidance process designed to assist students with academic planning, monitoring academic performance, addressing academic difficulties, and preparing for career pathways. At the College, academic advising is provided by liaison faculty members associated with the University Psychological Counseling Unit, distributed across all academic years and working directly with students.

Psychological and Educational Counseling: Professional, confidential, and structured services that address psychological, emotional, behavioral, and educational issues that may affect academic performance or overall student well-being. These services are delivered by liaison members of the University Psychological Counseling Unit in coordination with unit leadership and College administration.

University Psychological Counseling Unit Liaison Members: Faculty members at Al-Kindy College of Medicine formally selected and appointed as liaison members for the University Psychological Counseling Unit. They serve as a direct link between students and the unit and are responsible for academic advising, psychological and educational counseling, and student follow-up. Liaison members are distributed across the six academic years through an organized mechanism to ensure comprehensive coverage, continuity, and effective student support.

At-risk Student: A student identified through academic monitoring, counseling interactions, or self-report as requiring additional academic, psychological, social, or financial support.

5. Policy Statement

Al-Kindy College of Medicine is committed to:

• Providing an integrated and well-organized system of academic advising and psychological and educational counseling for all students through University Psychological Counseling Unit liaison members.
• Ensuring confidentiality, professionalism, and ethical practice in all student-support services.
• Early identification of at-risk students and timely implementation of appropriate intervention strategies.
• Promoting effective communication and coordinated follow-up between students, liaison members, the counseling unit, and College leadership.
• Continuously developing the competencies of liaison members and unit staff through approved training programs.
• Ensuring that all student-support activities fully comply with institutional-governance principles and quality-assurance standards.

6. Roles and Responsibilities

Dean of Al-Kindy College of Medicine

• Provide overall oversight of policy implementation and ensure alignment with the College’s strategic objectives.
• Approve recommendations and decisions issued by the Psychological Counseling and Educational Guidance Unit and its committees.

Vice Dean for Scientific and Student Affairs

• Monitor the performance of the Psychological Counseling and Educational Guidance Unit and ensure effective implementation of this policy.
• Facilitate unit activities and address administrative and organizational challenges.
• Hold regular meetings with the unit head and members to review progress and challenges.
• Review student feedback regarding the use and effectiveness of unit services and work with the Dean to improve service quality.

Head of the Psychological Counseling and Educational Guidance Unit

• Supervise the delivery and quality of academic advising and psychological and educational counseling services.
• Assist in nominating liaison members across the six academic years.
• Supervise student-case follow-up and ensure appropriate documentation in accordance with approved procedures.
• Coordinate with College leadership and relevant administrative units on student-related matters.

University Psychological Counseling Unit Liaison Members — Faculty

• Provide academic advising and psychological and educational counseling to students within assigned academic years.
• Hold regular meetings with students to monitor academic progress and psychological well-being.
• Refer cases requiring specialized intervention and ensure appropriate documentation and follow-up.

Students

• Attend advising and counseling sessions and participate in supportive programs and activities.
• Communicate professionally with liaison members and proactively request support when needed.

7. Procedures and Guidelines

First: Academic Advising

• A liaison member is assigned to each student according to the student’s academic year.
• Regular individual and group meetings are held to monitor academic performance and establish learning goals.
• Individual academic-improvement plans are developed for at-risk students in coordination with academic departments.

Second: Psychological and Educational Counseling

• Psychological and educational counseling services are provided by University Psychological Counseling Unit liaison members distributed across the six academic years.
• Confidential individual counseling sessions are conducted to address psychological, behavioral, emotional, and educational concerns.
• The Unit organizes awareness programs and workshops on mental well-being, stress management, examination anxiety, study skills, and life skills.
• Cases requiring specialized or advanced intervention are referred to approved university services or external centers in coordination with the Unit Head and College administration.

Third: Communication and Follow-up

• Regular meetings are held between students and liaison members to monitor academic progress and well-being.
• The Unit conducts periodic internal meetings to review student cases and distribute workload.
• Supervisory meetings involving the Dean, Vice Dean, and Unit Head are held to ensure policy objectives are achieved.

8. Training and Capacity Building

• Liaison members and unit staff undergo approved training in psychological and educational counseling, crisis intervention, psychological first aid, communication skills, and counseling methods.
• Training programs are periodically updated to maintain professional competence and improve service quality.

9. Compliance and Monitoring

• The Psychological Counseling and Educational Guidance Unit submits semester-based performance reports to the Dean.
• The Quality Assurance Unit conducts an annual evaluation of student-support services.
• Student-satisfaction surveys are used as key indicators for monitoring follow-up effectiveness and directing continuous improvement.
• Non-compliance with this policy may result in corrective action in accordance with College regulations.

10. Exceptions and Financial Support for Students

Exceptions

• Exceptional cases requiring deviation from standard procedures must be approved by the Unit Head in coordination with the Dean.

Financial Support for Students in Need

• The Psychological Counseling and Educational Guidance Unit forms a dedicated committee to review financial-assistance applications submitted by students in need.
• The committee consists of the Unit Head as Chair, a rapporteur, and one Unit member.
• The committee reviews formally submitted applications, conducts individual student interviews, and examines supporting social and economic documentation.
• Recommendations are submitted to the Dean for the final decision.
• All applications and decisions are archived in an official confidential record within the Unit.

11. Review and Update

• This policy is reviewed annually to ensure compliance with accreditation standards, University regulations, and changing student needs.
• Amendments are approved by the College Policies Committee and formally communicated to relevant stakeholders.
• The policy is maintained within the Al-Kindy College of Medicine quality-assurance system as an approved reference document.

Policy: Confidentiality Policy

Date of issue: 12/1/2023   |   Edition: First

Issued by: Prof. Ekhlas Khalid Hameed

Reviewed by: Prof. Taghreed Khalil Mohammed Ali Al Haidari

Applies to: College students   |   Scope of work: Al-Kindy College of Medicine

Second edition: 12/1/2025   |   Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Confidentiality Policy

2. Purpose

This policy aims to ensure the confidentiality of personal information shared by medical students while receiving counseling and support services. Confidentiality is a fundamental element of a safe, supportive, and trust-based environment that enables students to openly discuss personal, academic, psychological, or emotional matters.

3. Scope

This policy applies to:

• All medical students who use counseling and support services.
• All counselors, mental-health professionals, and authorized staff providing counseling services.
• All counseling records, files, and information generated through counseling sessions.

4. Definitions

• Confidentiality: The ethical and legal obligation to protect personal information disclosed during counseling sessions and prevent unauthorized access or disclosure.
• Counseling Records: Notes, files, assessments, and documentation related to counseling sessions. These records are not part of academic or educational records.
• Student: Any student registered at the College of Medicine who receives counseling or support services.
• Counselor: A licensed or authorized professional who provides counseling or mental-health services to students.

5. Roles and Responsibilities

5.1 Counselors

• Maintain strict confidentiality of all counseling information.
• Store counseling records securely and restrict access to authorized persons only.
• Inform students of the limits of confidentiality at the beginning of the counseling process.
• Do not disclose information except in circumstances specified by this policy or required by law.

5.2 Students

• Provide accurate and truthful information during counseling sessions.
• Provide written consent when disclosure of information to other parties is requested.
• Understand the limits of confidentiality as explained by the counselor.

5.3 The Institution

• Provide appropriate infrastructure and policies to protect counseling records.
• Support counselors in complying with ethical and legal standards relating to confidentiality.

6. Procedures and Guidelines

6.1 General Confidentiality

• All personal information and counseling-session content are strictly confidential.
• Access to counseling records is limited to the counselor and the student.
• Counseling records are not shared with academic departments or other institutional units.

6.2 Exceptions to Confidentiality

Confidential information may be disclosed without student consent only in the following circumstances:

1. Risk of Harm

If the counselor believes that a student poses a serious risk of harm to self or others, information may be disclosed to relevant persons or authorities to ensure safety.

2. Abuse or Neglect

If physical abuse, neglect, or exploitation of the student or a vulnerable adult is suspected, the counselor is required to report the matter to the appropriate authorities in accordance with legal requirements.

3. Legal Requirements

Information may be disclosed when required by law or by a court order.

6.3 Disclosure of Information

• Before information is disclosed to a third party, the student must complete and sign a consent form authorizing the disclosure.
• Without written consent, counseling information may not be shared with parents, spouses, siblings, other therapists, or any other person or external body.

6.4 Access to Records

• Students have the right to review their counseling records after submitting a written request.
• Requests and record-access activities become part of the student’s counseling record.

7. Review and Update

This policy is periodically reviewed to ensure alignment with legal, ethical, and institutional requirements. It may be amended in response to changes in laws, professional standards, or institutional needs.

8. Approval and Effective Date

• Approving body: Policies Committee, Al-Kindy College of Medicine.
• Review cycle: Every two years unless otherwise specified.

Policy: Supporting Students with Disabilities

Date of issue: 1/11/2019   |   Edition: First

Reviewed by: Policies Committee

Issued by: Prof. Ekhlas Khalid Hameed; Prof. Galawish Ahmed Abdulla; Ms. Raghad Qasim

Applies to: Students with special needs   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2022; Third edition 1/9/2023; Fourth edition 8/12/2025

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Policy on Supporting Students with Disabilities — Al-Kindy College of Medicine

2. Purpose

Al-Kindy College of Medicine is committed to providing an inclusive and supportive educational environment that enables students with disabilities to participate fully in academic and university life. This policy aims to ensure equal opportunity, compliance with anti-discrimination requirements, and provision of reasonable accommodations that assist students in meeting the essential requirements of the program.

3. Definitions

• Disability: A physical or mental impairment that substantially limits one or more major life activities, or a documented history of such an impairment.
• Physical or Mental Impairment: A physiological or psychological disorder.
• Substantial Limitation: A significant restriction on an individual’s ability to perform a major life activity in terms of manner, condition, or duration.
• Major Life Activities: Include, but are not limited to, walking, seeing, breathing, learning, reading, concentrating, thinking, communicating, working, or performing manual tasks.
• Qualified Person with a Disability: A student who meets the academic and technical standards required for admission and participation in the program, with or without reasonable accommodation.

Important note: Some disabilities that prevent a student from performing essential functions of medical practice and cannot reasonably be accommodated may restrict eligibility for medical training. Students must be able to meet the professional and clinical requirements of the program, while reasonable accommodations should be provided whenever possible.

4. Objectives

• Provide an inclusive and supportive educational environment that encourages students to disclose disabilities when support is needed.
• Ensure fair and equal treatment of all applicants and students.
• Comply with legal requirements concerning non-discrimination and reasonable accommodation while maintaining academic and professional standards.

5. Responsibilities

• Implementation of this policy is the responsibility of all personnel at Al-Kindy College of Medicine.
• The Student Affairs unit oversees follow-up, support, and policy implementation.
• This policy shall be available and communicated to all students and staff.

6. Procedures

• Students are encouraged to disclose a disability early, during application or registration where appropriate.
• Students should contact Student Affairs to request support and accommodations.
• Official documentation confirming the disability must be provided when accommodations are requested.
• Accommodations are intended to enable students to meet all academic and clinical program requirements, not to reduce those requirements.
• Approved accommodations are documented in a Student Support Agreement.
• The student is responsible for sharing the agreement with relevant academic bodies to ensure implementation.
• Examples of accommodations include additional examination time, separate examination rooms, reduced clinical workload where appropriate, and accessible educational materials.

7. Confidentiality

• All medical and diagnostic documentation is kept strictly confidential.
• Information is shared only with relevant parties on a need-to-know basis or where required by law.
• Disclosure to a third party requires the student’s written consent.

8. Evaluation and Measurement of Success

• Student feedback is collected periodically.
• Success indicators include a reduction in disability-related complaints and increasing student satisfaction over time.
• Student Affairs reviews the effectiveness of accommodations at least annually.

9. Policy Review

• The Disability Services Unit periodically reviews this policy.
• Necessary updates and improvements are introduced to maintain compliance with best practices and legal requirements.

Core principle: Students with disabilities are supported through reasonable accommodations that enable academic and clinical success. However, all students remain required to meet the essential requirements of medical education to ensure competence and the ability to practice medicine.

Policy: Staff Recruitment, Selection and Development Policy

Date of issue: 1/11/2019   |   Edition: First

Issued by: Prof. Taghreed Khalil Mohammed Ali Al Haidari; Prof. Ali Abdul-Razzaq; Prof. Galawish Ahmed Abdulla; Prof. Israa Mohammed

Reviewed by: Policy Review Committee

Applies to: Academic and professional staff and non-academic staff   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2022; Third edition 1/11/2025

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Staff Recruitment, Selection and Development Policy — Al-Kindy College of Medicine (KMC)

2. Purpose

This policy aims to ensure that Al-Kindy College of Medicine recruits, selects, appoints, and retains highly qualified academic and professional staff through a fair, transparent, merit-based process aligned with the College mission, while ensuring continuous staff development.

The policy supports institutional excellence in education, scientific research, clinical service, governance, and accreditation compliance while promoting diversity, equity, sustainability, and workforce balance.

3. Scope

This policy applies to:

• All academic faculty members in basic medical sciences, behavioral and social sciences, and clinical sciences.
• All professional and non-academic staff in administration, information technology, finance, laboratories, and libraries.
• Full-time, part-time, invited, and visiting staff.
• Recruitment, appointment, promotion, and staff-development processes.
• Recruitment processes conducted in accordance with regulations of the Ministry of Higher Education and Scientific Research, University of Baghdad, and Ministry of Finance concerning financial allocations and staffing structures.

4. Definitions

Academic Faculty: Faculty members involved in teaching, research, basic and clinical education, and academic leadership.

Non-Academic / Professional Staff: Staff responsible for administrative, financial, technical, information-technology, laboratory, and student-support activities.

Recruitment Committee: A committee appointed by the Dean to oversee candidate selection through objective and transparent procedures.

Merit: Demonstrated scientific, educational, clinical, and professional competence aligned with institutional needs and standards.

Invited Staff: Qualified specialists authorized to teach or provide clinical training without holding a permanent academic rank.

5. Policy Statement

Al-Kindy College of Medicine is committed to:

• Recruiting staff on the basis of merit, competence, integrity, and institutional suitability.
• Ensuring equal opportunity, transparency, and consistency in employment decisions.
• Promoting diversity, inclusion, and gender balance. The College recognizes that diversity within its academic workforce in terms of gender, ethnicity, religion, language, and other social and cultural factors is important to its mission of preparing socially accountable physicians and serving a diverse community. Recruitment and selection processes should actively promote diversity, equity, and inclusion while respecting national regulations and ethical standards.
• Maintaining an appropriate balance between medical and non-medical staff, full-time and part-time staff, and academic and professional personnel.
• Aligning recruitment with national priorities, community needs, and accreditation standards.
• Ensuring financial sustainability in recruitment decisions. Salaries are determined according to the Ministry of Higher Education salary scale, while additional incentives may be offered for high-demand specialties or outstanding candidates where permitted.
• Ensuring that rewards are transparent, merit-based, and aligned with the College mission so that they encourage behaviors that improve educational quality, research impact, and community service.
• Ensuring that all academic staff have adequate knowledge of the complete medical curriculum, including content, teaching methods, and points of interdisciplinary integration, in order to strengthen collaborative teaching and curriculum coherence.

Implementation includes:

• New staff: Completion of a “Curriculum Overview Workshop” within the first three months.
• Annual updates: Attendance at least one interdisciplinary curriculum session each year.
• All staff receive: a digital and printed curriculum map, access to the course-blueprint repository, and assessment models across academic years.

6. Roles and Responsibilities

6.1 Dean

• Approve recruitment committees and final appointments.
• Ensure compliance with Ministry of Higher Education and University of Baghdad regulations.

6.2 Recruitment / Selection Committee

• Include the Head of Department and at least two experienced members.
• Conduct interviews, evaluate qualifications, and review teaching presentations.
• Document and justify selection decisions.

6.3 Recruitment Officers

• Ensure recruitment procedures comply with this policy.
• Maintain documentation and transparency.

6.4 Scientific Departments

• Identify staffing needs based on curriculum requirements, teaching load, and accreditation requirements.
• Monitor staff performance and development.

7. Procedures and Guidelines

7.1 Recruitment and Selection Process

• Open, fair, and transparent advertisement of vacancies.
• Objective evaluation based on qualifications, experience, and performance.
• A teaching lecture and/or clinical presentation where appropriate.
• Verification of original academic and professional documents.

7.2 Criteria for Academic Ranks

Assistant Lecturer

• Master’s degree or equivalent.
• Appointment primarily focused on teaching.

Lecturer

• Master’s degree with near completion of a doctorate or advanced clinical training.
• Entry-level academic rank.

Assistant Professor

• Doctoral degree or equivalent.
• Evidence of excellence in teaching, research activity, and student engagement.

Professor

• Doctoral degree or equivalent.
• National or international academic recognition.
• Distinguished contributions to research, teaching, leadership, or clinical practice.

7.3 Invited Staff and Professional Equivalents

• Minimum qualification of a Master’s degree or equivalent.
• Invited clinical staff: at least five years of clinical experience.
• Mandatory medical-education training every two years.
• Professional equivalent: Bachelor’s degree or diploma with at least five years of recent professional experience.

7.4 Workforce Balance and Planning

• Maintain approximately 60–70% full-time and 30–40% part-time faculty.
• Core courses and leadership duties should be delivered by full-time staff.
• Use part-time clinicians and retired experts strategically.
• Maintain an appropriate balance between academic and non-academic staff to support academic, clinical, and administrative functions, using the proportions defined in College planning.
• Maintain an appropriate balance between medical and non-medical staff to support effective curriculum delivery, using the proportions defined in College planning.

7.5 Job Descriptions and Monitoring

Academic Staff in Biomedical Sciences

Provide the foundational knowledge and skills in biomedical sciences that underpin clinical medicine, using modern educational strategies and supporting integration with clinical sciences.

Key responsibilities:

• Teach assigned biomedical courses using modern educational strategies.
• Develop course materials and assessment tools.
• Participate in integrated and systems-based curricula.
• Conduct and publish biomedical research.
• Supervise student research projects.
• Participate in curriculum development and quality assurance.

Academic Staff in Behavioral and Social Sciences

Prepare medical students with the behavioral, ethical, social, and communication skills required for effective patient- and community-centered medical practice.

Key responsibilities:

• Teach ethics, communication, public health, and professional behavior.
• Integrate behavioral sciences into clinical education.
• Supervise community-based learning activities.
• Assess professional behavior and communication skills.
• Conduct research in education and public health.

Academic Staff in Clinical Sciences

Train medical students and residents in clinical knowledge, skills, and professional behavior through evidence-based, patient-centered medical practice.

Key responsibilities:

• Provide bedside, outpatient, and procedural clinical teaching.
• Provide safe and ethical medical care.
• Assess clinical competence and professional conduct.
• Conduct clinical research and reviews.
• Participate in academic and hospital committees.

7.6 Merit Evaluation

Scientific Merit

• Scientific publications, grants, patents, and interdisciplinary research.
• National and international collaboration and recognition.

Educational Merit

• Teaching quality, curriculum development, and student outcomes.
• Faculty development and contribution to accreditation.

Clinical Merit

• Quality of healthcare, clinical education, and community service.
• Participation in national guidelines and hospital leadership.

7.7 Staff Development and Promotion

• Continuous Professional Development (CPD).
• All faculty involved in the educational process, whether trainees or trainers, must participate in structured and regular training programs to ensure educational excellence and maintain academic-accreditation standards.
• Weighted promotion criteria include teaching, scientific research, and clinical/community service.
• Protected time should be allocated for research and clinical education.
• Research and service should be integrated into the educational process.

7.8 Quality Development Standards

• Maintain appropriate teacher-to-student ratios as defined by College planning, including ratios for lectures, small-group teaching, laboratory skills training, and bedside clinical teaching, to support effective supervision and learning.
• Conduct periodic workload analysis.
• Align with World Federation for Medical Education (WFME) standards and relevant international standards.
• Conduct annual performance evaluation using standardized forms.
• Engage staff in committees and institutional governance.

8. Monitoring, Evaluation and Review

• Annual review of recruitment outcomes.
• Monitor employment ratios, workload, and performance.
• Use feedback from students and peers and information from accreditation reports.
• Formally review the policy in accordance with Ministry of Higher Education and University of Baghdad regulations.

9. Approval and Effective Date

This policy has been approved by the Council of Al-Kindy College of Medicine and is implemented in accordance with the regulations of the University of Baghdad and the Ministry of Higher Education and Scientific Research. It remains in force until formally amended or replaced.

Policy: Research Policy — Al-Kindy College of Medicine (KMC)

Date of issue: 1/11/2021   |   Edition: First

Issued by: Prof. Huda Adnan Habib; Prof. Suzan Amana Rattan; Prof. Galawish Ahmed Abdulla

Reviewed by: Prof. Taghreed Khalil Mohammed Ali Al Haidari

Applies to: Faculty members, staff, and students   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2023; Third edition 1/11/2025

Approved by: College Council and Strategic Plan and Policies Committee

1. Title

Research Policy — Al-Kindy College of Medicine (KMC)

2. Purpose

This policy aims to establish an enabling, ethical, and sustainable research environment at Al-Kindy College of Medicine that supports scientific excellence, innovation, and institutional advancement.

It provides a guiding framework for the planning, implementation, management, dissemination, and evaluation of research activities in alignment with the College’s vision, mission, and strategic objectives.

3. Scope

This policy applies to:

• All faculty members, researchers, and senior academic staff.
• Undergraduate and postgraduate students participating in scientific research.
• Administrative and financial staff supporting research activities.
• All research conducted under the umbrella of Al-Kindy College of Medicine, whether individual or collaborative, internal or external.
• All stages of the research cycle, including proposal preparation, ethical approvals, implementation, publication, funding management, and reporting.

4. Definitions

Scientific Research: A systematic, critical, and disciplined process of inquiry intended to generate new knowledge, clarify existing knowledge, or solve specific problems using appropriate scientific methods supported by suitable ethical and administrative systems and infrastructure.

Principal Investigator (PI): The researcher responsible for the overall design, implementation, ethical compliance, monitoring, and reporting of a research project.

Research Involving Human Participants: Any research involving living individuals through interaction, intervention, or access to identifiable private information; prior ethical approval is required.

Research Ethics Committee / Institutional Review Board (REC/IRB): The official body responsible for ethical review, approval, monitoring, and oversight of research involving human participants.

Collaborative Research: Research conducted jointly by researchers from multiple departments or institutions under clear agreements defining roles, data sharing, authorship, and intellectual-property rights.

Research Misconduct: Includes fabrication, falsification, plagiarism, unethical authorship, data mismanagement, conflict of interest, or violation of ethical standards.

5. Policy Statement

Al-Kindy College of Medicine recognizes scientific research as a fundamental pillar of academic excellence, innovation, and community development. The College is committed to:

• Creating a supportive and dynamic research culture.
• Promoting ethical, high-quality, and impactful scientific research.
• Integrating research into education, clinical practice, and community service.
• Strengthening national and international research collaboration.
• Ensuring compliance with national and international standards of research integrity.

6. Roles and Responsibilities

First: Dean

• Provide strategic leadership and overall oversight of research activities.
• Ensure alignment of research with the College mission and priorities.

Second: Vice Dean for Scientific Affairs

• Oversee the academic quality of research.
• Support integration of research into teaching and curricula.

Third: Research Policy Management and Coordination Committee

• Coordinate, monitor, and evaluate all research activities.
• Ensure ethical compliance and quality control.
• Promote collaboration, capacity building, and innovation.

Fourth: Research Coordinator

• Serve as the central point for coordinating research projects.
• Monitor research progress, compliance, and reporting.

Fifth: Principal Investigators

• Design, implement, and report research projects.
• Ensure ethical approval, data integrity, and regulatory compliance.

Sixth: Accountant / Finance Department

• Oversee allocation and use of research funds.
• Ensure compliance with institutional and funder requirements.

7. Procedures and Guidelines

7.1 Research Environment and Institutional Support

• Provide administrative, technical, and academic support.
• Develop laboratories and research infrastructure in accordance with international standards.
• Establish specialized research centers in priority medical and health fields.

7.2 Integration of Research into Education and Service

• Systematically integrate scientific research into teaching, clinical training, and community service.
• Ensure curriculum content reflects locally produced evidence and nationally relevant research.
• Use research findings to inform clinical decisions, public-health strategies, and service delivery.

7.3 Research Ethics and Compliance

• Comply with national and international ethical standards in all research.
• Obtain mandatory Research Ethics Committee approval for research involving humans or animals.
• Comply with informed-consent, confidentiality, and data-protection requirements.
• Investigate research misconduct and apply appropriate sanctions.
• Provide ethics training and resources for researchers.

7.4 Research Outputs and Publication

• Publish in peer-reviewed journals indexed in recognized databases such as Scopus or Web of Science.
• Present research at national and international conferences.
• Apply research findings to education, healthcare, and public policy.

7.5 Development of Research Skills

• Participate in at least one research training activity or research conference each year.
• Submit activity reports to the Research Office.
• Provide supervision and mentoring programs to support skills transfer and innovation.

7.6 Performance Indicators

Research performance is evaluated using indicators including:

• Number of publications per faculty member.
• Research grants and external funding.
• Number of trained researchers.
• National and international collaboration.
• Contribution to health policies and guidelines.
• Linkage of academic promotion with research output.

7.7 Monitoring, Evaluation and Quality Assurance

• Continuous monitoring using defined performance indicators.
• Annual research-performance reports.
• Integration of feedback into quality improvement.
• Formal review of the policy every two years.

8. Review and Update

This Research Policy is reviewed at least once every two years to ensure alignment with institutional priorities, national legislation, and international best practices.

9. Approval and Effective Date

This policy has been approved by the Council of Al-Kindy College of Medicine and becomes effective from the date of approval. It remains in force until formally amended or replaced.

Policy: Educational Physical Resources Policy

Date of issue: 1/11/2019   |   Edition: First

Issued by: Prof. Mohammed Jalal Hussein; Prof. Jammeelah Ghadhban Oudah; Prof. Suzan Amana Rattan

Reviewed by: Prof. Lujain Anwar AlKhazrajy

Applies to: The educational program   |   Scope of work: Al-Kindy College of Medicine

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Educational Physical Resources Policy — University of Baghdad / Al-Kindy College of Medicine

2. Purpose

This policy establishes a comprehensive institutional framework for planning, developing, allocating, using, maintaining, and managing educational physical resources at Al-Kindy College of Medicine. It responds to increases in centrally admitted student numbers and supports the requirements of the integrated medical education program adopted by the College, its mission and strategic objectives, and quality and accreditation standards.

3. Scope

This policy applies to:

• All physical resources owned, leased, or used by Al-Kindy College of Medicine.
• All educational, administrative, and service buildings.
• All scientific and administrative departments and supporting units.
• Faculty members, staff, and students.

It covers classrooms, laboratories, examination facilities, infrastructure, technical resources, and student facilities.

4. Definitions

Allocation: The process of distributing physical resources among departments, centers, and units.

Physical Resources: Land, whether owned or leased, buildings, halls, laboratories, roads, parking areas, furniture, equipment, sports facilities, and other educational assets.

Information Technology Resources: Hardware, software, communication systems, networks, optical cabling, and related data resources.

Utilization: Effective and responsible use and management of allocated resources.

5. Policy Statement

Al-Kindy College of Medicine affirms that all physical resources are institutional assets of the College and shall be managed in a manner that supports its educational mission, academic mandate, and strategic objectives. The College is committed to:

• Fair and effective allocation of physical resources.
• Reallocation of resources where required to respond to changing needs and priorities.
• Compliance with all College policies and applicable legislation.
• Improving resource-use efficiency and ensuring sustainability.

No department or other body may undertake modification, maintenance, or renovation work without formal approval.

6. Roles and Responsibilities

College Council

• Approve policies and plans related to physical resources.
• Ensure alignment with the strategic plan.

Dean

• Provide direct oversight of policy implementation.
• Monitor expansion and development plans.

Vice Dean for Administrative Affairs / Services Administration

• Manage, maintain, and allocate physical resources.
• Oversee rehabilitation and renovation work.
• Implement audit and monitoring activities.

Information Technology Unit

• Maintain computers and camera systems.
• Provide and monitor internet services.
• Maintain audio and visual systems in teaching halls.
• Maintain the optical-cable system.
• Provide access to scientific materials through the College website or electronic learning environments.

Scientific and Administrative Departments

• Make optimal use of allocated resources.
• Submit needs and observations through official channels.

7. Procedures and Guidelines

First: Rehabilitation and Renovation of Existing Physical Resources

Rehabilitation and renovation activities include the complete content of the approved original table, including:

• Converting an administrative room in the Consultation Building / Obesity Unit into Lecture Hall 11.
• Converting an administrative room in the Consultation Building / Obesity Unit / First Laboratory into Computer Laboratory 2.
• Removing carpets and renovating floors and stairways in the Basic Sciences Building using modern materials.
• Rehabilitating and renovating sports and student-activity areas and halls.
• Removing carpets and renovating floors and stairways in the Clinical Departments Building.
• Equipping faculty and administrative offices with new furniture and electrical equipment.
• Establishing and rehabilitating safety exits in the Biochemistry Laboratory, ground-floor corridor, and first floor of the Basic Sciences Building.
• Renovating entrance doors of the Clinical Departments, Basic Sciences, and Administration buildings.
• Removing carpets and renovating floors and stairways in the Administration Building.
• Converting Small-Group Teaching Hall 5 into an electronic examination hall.
• Rehabilitating part of the Examination Committee hall to create an electronic assessment hall.
• Maintaining and rehabilitating Computer Laboratory 1.
• Rehabilitating and opening the previously inactive Student Club.
• Maintaining and renovating all classrooms, including furniture, electrical equipment, and information-technology equipment.

Second: Establishment of New Educational Facilities

• Prepare a plan for a four-storey building in the north-eastern area of the College to accommodate additional teaching halls and laboratories.
• Prepare a plan for a second floor above Halls 8 and 9 in the Consultation Buildings.

Third: Financial Resources — Higher Education Fund

• Use the Higher Education Fund as a funding source for construction and rehabilitation work.
• Recommend equipping the College with electronic-assessment devices for the Examination Committee.

Fourth: Development of Information Technology Services

• Establish a dedicated wireless network for the College.
• Provide internet coverage for large and small teaching halls.
• Establish an internal network, or intranet, connecting the College with affiliated clinical teaching institutions to facilitate training.

Fifth: Audit of Modernization and Renovation Protocols

• Conduct periodic audits under the supervision of the Dean.
• The Services Administration evaluates the condition of buildings, including paint, floors, and finishes.
• Use audit findings to plan modernization and renovation work.
• Prevent staff from undertaking maintenance or improvement work without formal approval.

8. Compliance and Implementation

• Compliance with this policy is mandatory for all units.
• No modification or maintenance may be carried out without formal approval.
• Violations are handled through approved administrative and institutional mechanisms.

9. Exceptions

• Exceptions are granted only in justified circumstances.
• Exceptions must be documented and formally approved.
• Exceptions must not compromise safety, quality, or accreditation requirements.

10. Review and Update

This policy is periodically reviewed to ensure alignment with:

• National and international accreditation standards.
• WFME requirements relating to educational resources.
• Strategic plans and changes in student numbers.

11. Approval and Effective Date

This policy was approved by the Strategic Plan and Policies Committee and the Council of Al-Kindy College of Medicine. It becomes effective from the date of approval and is subject to periodic review.

Policy: Information Technology (IT) Policy and Procedures Manual

Issued by: Asst. Prof. Mohanad Mundher Abdulghani; Asst. Lecturer Mustafa Sabeeh; Ms. Noor Fares Abdul Kareem

Reviewed by: Information Technology Division and relevant faculty members

Implemented by: Information Technology Division   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/12/2022; Third edition 1/12/2025

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Information Technology (IT) Policy and Procedures Manual — Al-Kindy College of Medicine (KMC)

2. Purpose

This policy defines the core information-technology services, resources, and solutions provided by Information Technology Services (ITS) at Al-Kindy College of Medicine in support of the College strategy, academic mission, and administrative requirements.

It aims to ensure effective, secure, and appropriate use of information technology throughout the College.

3. Scope

This policy applies to all members of Al-Kindy College of Medicine, including faculty members, administrative staff, consultants, and any users authorized to use College IT resources. All users must comply with the policies and procedures contained in this manual.

4. Definitions

4.1 Physical Resources

Include, but are not limited to:

• Computers and peripherals, including laptops, desktop computers, and tablets.
• Communication devices, including IP phones and College-provided mobile phones.
• Approved communication platforms and institutional social-media systems.

4.2 Network Access

Includes:

• Access to wired and wireless networks.
• Internet connectivity.
• Remote access to the College internal network.

4.3 Access to IT Services

Access is provided according to the eligibility requirements of each service, including:

• Email.
• Enterprise Resource Planning (ERP) systems.
• Learning-management systems such as Blackboard or equivalent platforms.

5. Policy Statement

Al-Kindy College of Medicine recognizes the vital role of information technology in supporting education, scientific research, clinical training, and administrative activities. The College is committed to:

• Providing reliable and secure IT resources.
• Ensuring fair, transparent, and accountable IT governance.
• Maintaining up-to-date IT policies aligned with institutional needs.
• Supporting continuous development and modernization of IT services.

All users of College IT resources must comply with the Acceptable Use Policy for IT resources and all relevant regulations and instructions.

6. Roles and Responsibilities

6.1 Information Technology Services (ITS)

• Provide and manage IT resources and services for students, faculty members, and staff.
• Prepare and publish an official IT services guide.
• Define eligibility requirements, access rights, support mechanisms, and service limitations.
• Manage email systems, centralized storage, and network services.

6.2 Dean of Al-Kindy College of Medicine

• Provide direct oversight of IT governance and service performance.
• Ensure alignment of IT services with College strategy.

6.3 Vice Dean for Administrative Affairs

• Oversee continuous audits of IT services.
• Support planning for system modernization and continuous-improvement initiatives.

6.4 College Personnel and Authorized Users

• Use IT resources responsibly and in accordance with College policies.
• Protect College data and systems.
• Refrain from unauthorized or inappropriate use of IT services.

7. Procedures and Guidelines

7.1 Information Technology Resources

1. ITS provides the technical resources required to support academic, research, and administrative activities.
2. A service guide is prepared and published, explaining eligibility conditions, entitlements, support levels, and costs where applicable.
3. All users must comply with acceptable-use guidance.

7.2 Use of Social Media

Users of social-media services are prohibited from:

• Sharing internal or confidential College information.
• Using personal accounts for official College business.
• Excessive use of social media during working hours.
• Representing the College explicitly or implicitly on any platform without formal authorization.

7.3 Email

1. ITS is responsible for providing and managing email services.
2. Email services are used for College-related work purposes.
3. Email access is disabled when the user’s relationship with the College ends.
4. Email addresses follow the approved institutional naming format.
5. Temporary access may be granted to external users, such as consultants or researchers, when required.

7.4 Central File Storage

1. ITS manages centralized file-storage services.
2. Departments may request shared folders to serve as central document repositories.
3. Each shared folder must have a designated department administrator responsible for direct coordination with ITS, authorization of user access, and management of access permissions where permitted.
4. Storage capacity is allocated according to operational needs and system capability.

7.5 IT Procurement and Contract Management

IT purchasing and contract management must follow the principles of:

• Best value for money.
• Fair and open competition.
• Accountability.
• Risk management.
• Integrity and transparency.

A specialized committee comprising the Dean, Head of Department, ITS, Human Resources, and Accounts Division oversees IT contracts and technologies in coordination with relevant College policies.

7.6 Monitoring and Auditing of IT Services

• Continuous audits of IT services are conducted under the supervision of the Dean and Vice Dean for Administrative Affairs.
• Monitoring considers system performance and security, modernization needs, continuous-development plans, and institutional growth requirements.

8. Review and Update

• This policy is periodically reviewed to ensure relevance and compliance with technological developments and College strategy.
• Feedback, suggestions, and recommendations from College personnel are welcomed and considered during updates.

9. Approval and Effective Date

This policy is approved by the Council of Al-Kindy College of Medicine.

10. Recommendations for Future Development

• Establish a dedicated wireless network covering all College facilities.
• Expand network coverage to all teaching halls.
• Develop an internal network (Intranet) connecting the College with affiliated clinical teaching institutions to facilitate clinical training and strengthen academic cooperation.

Policy: Engagement of Educational Expertise in the Development of Teaching and Assessment Methods

Date of issue: 1/12/2022   |   Edition: First

Issued by: Prof. Yousif Abdul-Rahim; Prof. Samar Dawood Sarsam

Reviewed by: Policies Committee

Applies to: Faculty members of Al-Kindy College of Medicine   |   Scope of work: Al-Kindy College of Medicine

Second edition: 1/12/2025   |   Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Policy on Engaging Educational Expertise in the Development of Teaching and Assessment Methods — Al-Kindy College of Medicine

2. Background

Educational expertise at Al-Kindy College of Medicine concerns the processes, practices, and challenges associated with medical education, including teaching, assessment, curriculum development, and educational research.

Such expertise may be provided by qualified physicians, educational psychologists, sociologists, or experienced faculty members, either through an internal educational-development unit or through cooperation with national and international institutions.

Research in medical education contributes to the theoretical, practical, and social dimensions of academic development.

3. Purpose

This policy establishes clear standards for involving educational expertise in the development of educational programs at Al-Kindy College of Medicine, particularly in teaching methods and assessment approaches.

It also aims to support faculty members in improving teaching effectiveness, student-assessment practices, and research-evaluation skills in alignment with national and international standards in medical education.

4. Scope

This policy applies to all national and international educational experts participating in teaching, assessment, faculty development, curriculum development, and research activities at Al-Kindy College of Medicine, whether on a full-time, part-time, or voluntary basis.

5. Definitions

• Educational Expert: A person with specialized qualifications, training, and experience in education or medical education.
• Student Assessment: Structured methods used to evaluate student performance against defined learning outcomes in order to improve teaching effectiveness and educational quality.

6. Policy Statement

Al-Kindy College of Medicine is committed to engaging qualified educational expertise to enhance the quality of teaching, assessment, and research. Educational experts must meet defined academic and professional criteria and participate in accordance with College regulations, Ministry of Higher Education and Scientific Research requirements, and relevant accreditation standards.

7. Roles and Responsibilities

Educational experts may participate in teaching, assessment as external examiners, faculty-development activities, curriculum review, and research evaluation.

College administration is responsible for selecting qualified experts, ensuring compliance with regulations and instructions, organizing contractual arrangements, and monitoring the effectiveness of expert participation.

8. Procedures and Guidelines

• Educational experts may be national or international and may participate full-time, part-time, as workshop facilitators, external examiners, or members of research-discussion committees.
• Experts may be engaged from government ministries, international organizations, the private sector, or retired professionals, provided eligibility criteria are met.
• Financial support is provided through formal contracts. Financial matters are managed by the College Accounts Division in accordance with Higher Education Fund regulations.

9. Review, Approval and Effective Date

This policy is periodically reviewed to ensure alignment with the mission of Al-Kindy College of Medicine and continuing developments in medical-education standards. It becomes effective following approval by the authorized College Council and remains in force until formally amended or replaced.

Policy: National and International Cooperation and Academic Mobility Policy

Date of issue: 1/11/2023   |   Edition: First

Issued by: Prof. Lujain Anwar AlKhazrajy; Prof. Suzan Amana Rattan

Reviewed by: Policies Committee

Applies to: Students and faculty members of Al-Kindy College of Medicine   |   Scope of work: Al-Kindy College of Medicine

Second edition: 1/11/2025   |   Approved by: Strategic Plan and Policies Committee and College Council

1. Title

National and International Cooperation and Academic Mobility Policy

2. Purpose

This policy provides a structured framework for national and international cooperation and academic mobility of students and faculty members at Al-Kindy College of Medicine.

It aims to enhance educational quality, research capacity, and professional development through organized academic mobility while ensuring transparency, fairness, alignment with institutional goals, and compliance with accreditation standards.

3. Scope

This policy applies to:

• Undergraduate students of Al-Kindy College of Medicine.
• Faculty members and academic staff.
• National and international academic-cooperation initiatives.

The policy covers student exchange, faculty mobility, academic visits, training programs, research collaboration, and participation in academic events.

4. Definitions

Academic Mobility: Temporary movement of students or faculty members to another institution for educational, research, or training purposes.

National and International Cooperation: Formal academic collaboration between Al-Kindy College of Medicine and external institutions inside or outside Iraq.

Eligible Participant: A student or faculty member who meets the academic, professional, and administrative requirements for participation in mobility activities.

5. Policy Statement

Al-Kindy College of Medicine supports academic mobility and cooperation as essential tools for advancing medical education, research, and professional development.

All mobility activities must be conducted through transparent, merit-based processes that ensure equal opportunity, academic relevance, and institutional benefit without compromising educational continuity or academic standards.

6. Roles and Responsibilities

College Council

• Approve cooperation and mobility frameworks.
• Ensure alignment with institutional strategy.

Dean

• Oversee implementation of this policy.
• Approve major mobility and cooperation initiatives.

Academic Affairs Unit

• Coordinate mobility programs.
• Ensure academic relevance and continuity.

Quality Assurance Unit

• Evaluate the impact of mobility on educational outcomes.
• Ensure compliance with accreditation standards.

Participants — Students / Faculty Members

• Fulfil academic and professional responsibilities.
• Transfer acquired knowledge and experience upon return.

7. Procedures and Guidelines

• Mobility opportunities must be announced transparently.
• Selection must be based on merit, academic performance, and suitability.
• Mobility activities require prior institutional approval.
• Participants must submit reports documenting outcomes and benefits.
• Mobility should not adversely affect academic progress or teaching responsibilities.

8. Compliance and Implementation

• Compliance with this policy is mandatory.
• Violations may result in suspension of mobility privileges.
• Institutional units are responsible for monitoring implementation.

9. Exceptions

• Exceptions may be granted in special circumstances with formal approval.
• Exceptions must be documented and justified without compromising equity or quality.

10. Review and Revision

This policy is periodically reviewed to ensure alignment with WFME standards relating to governance, cooperation, and academic mobility, as well as institutional development and strategic objectives. Amendments must follow formal governance and approval procedures.

11. Approval and Effective Date

This policy has been approved by the Council of Al-Kindy College of Medicine and becomes effective from the date of approval.

Policy: Ethics for Scientific and Cultural Exchange with Foreign Institutes

Date of issue: 9/12/2025   |   Edition: First

Issued by: Prof. Lujain Anwar AlKhazrajy; Prof. Suzan Amana Rattan

Reviewed by: Members of the Policies Committee

Applies to: Faculty members and students participating in exchange activities   |   Scope of work: Al-Kindy College of Medicine

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Ethics for Scientific and Cultural Exchange with Foreign Institutes

2. Purpose

This policy establishes an ethical, legal, and institutional framework governing scientific and cultural exchange activities between the College and national or international academic and research institutions.

It aims to ensure that all exchange activities are conducted according to principles of academic integrity, mutual respect, transparency, compliance with national regulations and international standards, protection of the institution’s reputation and academic values, and respect for stakeholder rights.

3. Scope

This policy applies to:

• All academic and research collaborations with external national or international institutions.
• All faculty members, researchers, staff, and students participating in exchange activities.
• Scientific, educational, cultural, and research exchange programs, agreements, and joint initiatives.

The policy covers memoranda of understanding, joint research projects, visiting scholars, academic exchanges, cultural programs, and related collaborative activities.

4. Definitions

Scientific and Cultural Exchange: Formal or informal collaborative activities involving academic, research, educational, or cultural interaction between the College and external institutions.

Partner Institution: Any national or international academic, research, or professional organization participating in exchange activities with the College.

Ethical Conduct: Commitment to integrity, fairness, respect, accountability, and responsibility in academic and professional activities.

5. Policy Statement

Al-Kindy College of Medicine affirms its commitment to ethical scientific and cultural exchange as an essential component of academic development and global engagement.

All exchange activities must be conducted in a manner that ensures academic integrity, respect for cultural diversity, protection of intellectual property, and compliance with institutional policies and applicable laws.

The College shall not engage in exchange activities that compromise ethical standards, institutional independence, or academic credibility.

6. Roles and Responsibilities

College Council

• Approve institutional frameworks governing ethical exchange.
• Oversee compliance with ethical and regulatory standards.

Dean

• Ensure implementation of this policy.
• Represent the College in approving major exchange agreements.

Scientific Affairs / Research Unit

• Coordinate exchange initiatives.
• Review proposals for ethical and academic compliance.

Quality Assurance Unit

• Monitor the effectiveness and impact of exchange activities.
• Ensure alignment with accreditation standards.

Participants — Faculty Members / Students

• Comply with ethical, academic, and institutional regulations.
• Represent the College professionally and responsibly.

7. Procedures and Guidelines

• All exchange activities require formal institutional approval.
• Agreements must clearly define objectives, responsibilities, and expected outcomes.
• Ethical considerations, intellectual-property rights, and mutual benefit must be ensured.
• Participants must comply with institutional regulations and the policies of the host institution.
• Outcomes of exchange activities must be documented and evaluated.

8. Compliance and Implementation

• Compliance with this policy is mandatory for all exchange activities.
• Violations may result in suspension or termination of participation in exchange activities.
• Non-compliance must be addressed through institutional-governance mechanisms.

9. Exceptions

• Exceptions may be granted only in justified cases and require formal approval.
• All exceptions must be documented and must not undermine ethical principles or institutional standards.

10. Review and Revision

This policy is periodically reviewed to ensure alignment with WFME standards related to governance, ethics, and international cooperation, national regulations, and institutional strategic objectives. Amendments must follow formal institutional approval procedures.

11. Approval and Effective Date

This policy has been approved by the Council of Al-Kindy College of Medicine and becomes effective from the date of approval.

Policy: Quality Assurance Program Policy

Date of issue: 1/11/2019   |   Edition: First

Prepared by: Prof. Suzan Amana Rattan; Asst. Prof. Aseel Sameer Mohamed

Reviewed by: Policies Committee

Applies to: Academic leadership   |   Scope of work: Al-Kindy College of Medicine

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Quality Assurance Program Policy — Al-Kindy College of Medicine

2. Purpose

To establish a formal, systematic, and continuous Quality Assurance (QA) Program at Al-Kindy College of Medicine, University of Baghdad, ensuring high-quality educational programs, compliance with accreditation standards, and continuous institutional improvement.

3. Scope

This policy applies to:

• All academic programs.
• All academic and administrative units.
• Faculty members, staff, and students.
• The Quality Assurance Unit and College leadership.

It covers curriculum processes, teaching, assessment, faculty development, and institutional operations.

4. Definitions

• Quality Assurance (QA): A systematic process for monitoring, evaluating, and improving educational programs and institutional processes.
• Continuous Improvement: Ongoing efforts to enhance the quality of educational programs, outcomes, and institutional effectiveness.
• Stakeholders: Individuals or groups involved in or affected by educational processes, including students, faculty members, administrators, and external partners.

5. Policy Statement

• The College maintains a formal Quality Assurance Program covering all academic and administrative processes.
• The program ensures compliance with WFME standards, national regulations, and institutional strategic objectives.
• Quality-assurance findings are used in decision-making, planning, and continuous improvement.
• The program is supported with the financial, human, and technical resources required for effective implementation.

6. Roles and Responsibilities

Dean

• Provide leadership and overall oversight of the Quality Assurance Program.
• Ensure allocation of the resources required for quality-assurance activities.

Vice Dean for Academic Affairs

• Oversee implementation of quality assurance in the curriculum, assessment, and student affairs.
• Monitor improvement plans and evaluate program performance.

Heads of Departments / Unit Directors

• Implement quality-assurance procedures within their departments and units.
• Collect and analyze quality-related data and reports and submit them to the relevant Vice Dean and Quality Assurance Unit.

Quality Assurance Unit

• Develop quality-assurance standards, procedures, and tools.
• Conduct audits, program evaluations, and stakeholder surveys.
• Submit findings and recommendations to the Dean and College Council.

7. Quality Assurance Procedures

1. Conduct annual program evaluation covering curricula, teaching, assessment, and learning outcomes.
2. Collect periodic feedback from stakeholders, including students, faculty members, and graduates.
3. Use measurable indicators to evaluate performance.
4. Document findings and improvement plans.
5. Obtain College Council approval for improvement plans.

8. Reporting and Documentation

• Prepare an annual Quality Assurance Report and submit it to the Dean and College Council.
• The report includes recommendations, corrective plans, and follow-up results.
• Reports are shared with departments to support transparency and accountability.

9. Audit and Review

• Conduct periodic internal audits through the Quality Assurance Unit.
• Conduct external reviews or peer evaluations where required for accreditation.
• Use audit findings to update policies, curricula, and academic practices.

10. Professional Development and Training

• Faculty and administrative staff participate in training programs related to quality assurance.
• Quality-assurance activities are integrated into professional-development plans.
• Participation is documented and used in the evaluation of academic-leadership performance.

11. Review, Approval and Effective Date

• The policy is reviewed every three years or as determined by the College Council.
• Any amendment requires formal approval by the College Council.
• Approved by the Strategic Plan and Policies Committee and the College Council.

Policy: Committee Governance, Authority and Operations Policy

Date of issue: 12/1/2023   |   Edition: First

Prepared by: Prof. Suzan Amana Rattan; Asst. Prof. Aseel Sameer Mohamed

Reviewed by: Policies Committee

Applies to: Faculty members and students   |   Scope of work: Al-Kindy College of Medicine

Second edition: 12/1/2025   |   Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Committee Governance, Authority and Operations Policy — Al-Kindy College of Medicine

2. Purpose

This policy establishes a structured framework for the formation, governance, authority, and operating procedures of academic and administrative committees at Al-Kindy College of Medicine. It aims to ensure effective decision-making, institutional accountability, transparency, and alignment with the College mission and quality-assurance standards.

3. Scope

This policy applies to all standing, temporary, academic, administrative, and advisory committees operating within the College, including committees formed at department, unit, or division level. It governs committee members, chairs, secretaries/rapporteurs, and reporting entities.

4. Definitions

• Committee: A formally established body assigned specific academic, administrative, or governance responsibilities.
• Standing Committee: A permanent committee with ongoing responsibilities.
• Temporary / Ad Hoc Committee: A committee formed for a specific task or time-limited purpose.
• Committee Chair: The person responsible for leading committee activities and ensuring compliance with approved requirements.
• Authority: Delegated power granted to committees by the College Council or Dean to perform specified functions.

5. Policy Statement

Al-Kindy College of Medicine is committed to establishing committees through clear governance mechanisms that define authority, membership, responsibilities, and accountability. All committees must operate within their approved terms of reference, follow institutional regulations, and contribute to continuous quality improvement, effective governance, and stakeholder engagement.

6. Objectives

• Standardize the formation and management of committees throughout the College.
• Define clear authority, roles, and responsibilities for committee members.
• Promote transparency, accountability, and participatory decision-making.
• Support academic quality assurance and administrative effectiveness.
• Ensure alignment between committee work and institutional strategic objectives.

7. General Principles

• Committees are established only through formal approval by the College Council.
• Membership should reflect relevant expertise, suitability, and fairness.
• Committee authority must be clearly defined and limited to approved mandates.
• Decisions must be documented, justified, and communicated transparently.
• Committee work must comply with the laws and regulations of the University of Baghdad and Ministry of Higher Education and Scientific Research.

7.1 Principles for Selecting Committee Members

Selection of committee members should be guided by the following principles to support effective governance and institutional performance:

• Competence and Expertise: Members are selected based on relevant academic, administrative, or professional expertise appropriate to the committee mandate.
• Role Relevance: Membership should match the functional scope of the committee and support informed decision-making.
• Fair Representation: Where appropriate, committees should include balanced representation from relevant academic or administrative departments and units.
• Integrity and Professional Conduct: Members must demonstrate ethical conduct, objectivity, commitment to institutional values, and compliance with conflict-of-interest requirements.
• Accountability and Commitment: Members are expected to participate actively, contribute to assigned tasks, and meet reporting and documentation requirements.
• Transparency of Appointment: Appointments must be formally approved by the College Council or authorized leadership, with clearly defined terms and duration.
• Alignment with Institutional Priorities: Committee composition should support the College mission, strategic objectives, quality-assurance processes, and accreditation requirements.

7.2 Student Representation on Committees

Student representation on College committees should be guided by the following principles and the approved Student Representation Policy:

• Meaningful Inclusion: Student members should be included on committees whose scope directly affects student learning, assessment, academic services, or educational quality.
• Defined Role and Scope: The role, rights, and responsibilities of student representatives must be clearly defined in committee terms of reference.
• Policy-based Selection: Student representatives should be selected or nominated in accordance with the approved College Student Representation Policy to ensure legitimacy and transparency.
• Balanced Participation: Student participation should contribute to committee deliberations without compromising academic authority, confidentiality, or restricted decision-making processes.
• Preparation and Support: Student representatives should receive appropriate orientation regarding committee objectives, governance processes, and confidentiality obligations.
• Ethical Conduct and Confidentiality: Student members must comply with institutional codes of conduct and confidentiality requirements applicable to committee work.

8. Procedures

• Committees may be proposed by the Dean, departments, or College Council based on institutional needs.
• Membership, chair, mandate, and term of membership must be defined when a committee is established.
• Committees must meet regularly according to an approved schedule.
• Meeting minutes and recommendations must be documented and submitted to the relevant authority.
• Temporary committees are dissolved when assigned tasks are completed.

9. Roles and Responsibilities

• College Council: Approves committee formation, mandates, and major recommendations.
• Dean: Oversees committee performance and ensures alignment with College objectives.
• Committee Chair: Manages meetings, ensures completion of tasks, and submits reports.
• Members: Contribute actively and professionally and maintain institutional standards.
• Quality Assurance Unit: Monitors documentation, compliance, and committee effectiveness.

10. Monitoring and Compliance

Committee performance and compliance with this policy are monitored through periodic reports, document review, and evaluation by the College Council and Quality Assurance Unit. Non-compliance may result in restructuring or dissolution of the committee.

11. Review and Update

This policy is periodically reviewed by the Policies Committee and Quality Assurance Unit to ensure continuing relevance, effectiveness, compliance with University regulations, and alignment with accreditation standards. Any amendment requires formal College Council approval.

Policy: Academic Leadership Roles, Authority and Performance Evaluation Policy

Date of issue: 11/1/2019   |   Edition: First

Prepared by: Prof. Suzan Amana Rattan; Prof. Galawish Ahmed Abdulla

Reviewed by: Governance Structure Committee

Applies to: Academic leadership   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2023; Third edition 1/11/2025

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Academic Leadership Roles, Authority and Performance Evaluation Policy

2. Purpose

This policy establishes a structured framework for defining academic-leadership roles, authority, responsibilities, and performance evaluation at Al-Kindy College of Medicine. It aims to ensure effective academic governance, delivery of high-quality educational programs, institutional accountability, and continuous improvement in alignment with the College mission, strategic plan, and accreditation requirements.

3. Scope

This policy applies to all academic-leadership positions at Al-Kindy College of Medicine, including:

• Dean.
• Vice / Associate Deans.
• Heads of Academic Departments.
• Directors of Academic Units.
• Chairs of Curriculum and Education Committees.

4. Definitions

Academic Leadership: Individuals holding formal academic-governance roles responsible for academic planning, implementation, oversight, and decision-making.

Performance Evaluation: A systematic process for assessing leadership effectiveness using measurable indicators, stakeholder feedback, and documented outcomes.

5. Policy Statement

Al-Kindy College of Medicine adopts a structured academic-leadership system that:

• Clearly defines authority, responsibilities, and accountability.
• Ensures transparency, integrity, and evidence-based decision-making.
• Aligns leadership practices with institutional objectives and accreditation standards.
• Promotes continuous quality improvement and professional development.

6. Roles and Responsibilities

6.1 Dean

• Serve as the chief academic and executive officer of the College.
• Provide strategic leadership and ensure implementation of the College mission and strategic plan.
• Oversee academic programs, administrative operations, financial management, and human resources.
• Lead quality-assurance and accreditation processes.
• Represent the College before University authorities, regulatory bodies, and healthcare-sector partners.
• Supervise Vice Deans, Heads of Departments, and Unit Directors.
• Submit periodic reports on academic and administrative performance.

6.2 Vice Dean for Scientific and Student Affairs and Postgraduate Studies

• Oversee curriculum development and alignment of educational outcomes.
• Supervise scientific and student affairs, advising, and assessment.
• Coordinate clinical training with affiliated hospitals.
• Lead research planning and monitor research performance.
• Oversee academic quality-assurance documentation.
• Implement corrective actions based on academic-performance reports.

6.3 Vice Dean for Administrative Affairs

• Oversee administrative, financial, and human-resource functions.
• Supervise budget implementation, procurement, and facilities management.
• Ensure safe and supportive learning and working environments.
• Oversee support services and administrative quality processes.
• Coordinate administrative support for academic programs.

6.4 Heads of Scientific Departments

• Provide leadership for teaching, training, and academic activities within the department.
• Develop and implement departmental curricula.
• Organize teaching schedules and distribute academic workload.
• Monitor faculty performance and evaluate support staff.
• Promote research productivity and academic collaboration.
• Prepare and submit periodic departmental reports.

7. Selection, Appointment and Term of Office

• Academic leaders are appointed through organized nomination and evaluation processes.
• Appointments are based on academic qualifications, leadership competencies, and institutional needs.
• Terms of appointment are determined under institutional regulations and may be renewable.
• All appointments are formally documented and approved through official governance channels.

8. Performance Evaluation and Accountability

• Academic-leadership performance is periodically evaluated using documented criteria.
• The University evaluates the Dean.
• The Dean evaluates Vice Deans and Heads of Departments.
• The Quality Assurance Unit oversees the evaluation process.
• Evaluation tools include self-assessment, stakeholder feedback, and performance indicators.
• Evaluation results inform decisions on reappointment, leadership development, and institutional improvement.
• Confidentiality and the right to receive feedback are ensured.

9. Professional Development, Review and Policy Update

• The College provides continuing leadership-development programs aligned with institutional and accreditation needs.
• Participation in leadership training is documented and considered in performance evaluation.
• This policy is periodically reviewed to ensure relevance and effectiveness.
• Amendments require formal College Council approval.

Policy: Academic Leadership Authority and Budget Management Policy

Date of issue: 1/11/2019   |   Edition: First

Prepared by: Prof. Suzan Amana Rattan

Reviewed by: Governance Structure Committee

Applies to: Academic leadership   |   Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2022; Third edition 1/11/2025

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Academic Leadership Authority and Budget Management Policy — College of Medicine, University of Baghdad

2. Purpose

To define the authority and responsibilities of academic leadership in the management of budgets and financial resources at the College of Medicine, University of Baghdad, and to ensure transparent, accountable, and effective use of financial resources in support of academic programs and institutional strategic objectives.

3. Scope

This policy applies to all academic-leadership positions in the College, including:

• Dean.
• Vice / Associate Deans.
• Heads of Academic Departments.
• Directors of Academic and Administrative Units.

It covers all educational and administrative financial resources, including the Higher Education Fund, departmental budgets, and project budgets.

4. Definitions

• Financial Authority: Formal authority to approve expenditure, allocate budgets, and make financial decisions within approved limits.
• Budget: An approved financial plan for academic and administrative activities.
• Responsibility and Accountability: The obligation to document all financial decisions, submit reports, and justify expenditure.

5. Policy Statement

• Academic leadership has clearly defined and accountable financial authority.
• Allocated budgets are linked to strategic priorities and academic programs.
• All financial decisions are subject to formal approval procedures.
• Transparency and accountability must be maintained in all expenditure.

6. Roles and Responsibilities

Dean

• Approve allocation of funds up to IQD 50 million.
• Any expenditure exceeding this limit requires College Council approval.
• Ensure compliance with laws, regulations, and accreditation standards.

Vice Deans

• Approve expenditure within budgets allocated to departments and units, subject to authorized limits.
• Coordinate with the Dean in financial planning and reporting.

Heads of Departments / Unit Directors

• Manage allocated budgets responsibly.
• Document all expenditure and submit reports to the relevant Vice Dean.

College Council

• Approve the overall College budget.
• Review expenditure exceeding the Dean’s authority.
• Monitor accountability and compliance with financial policies.

7. Budget Allocation Procedures

1. Departments and units submit budget proposals through official channels.
2. Expenditure is approved in accordance with authorized financial limits.
3. All financial transactions are documented for audit purposes.
4. Any exception requires written approval from the Dean and/or College Council.

8. Monitoring and Financial Reporting

• Submit quarterly reports to the College Council on expenditure and budgets.
• Conduct an annual review of budget utilization and its alignment with College objectives.
• Take corrective action where discrepancies or overruns are identified.

9. Audit and Compliance

• The Quality Assurance Unit audits financial activities as stated in the approved policy.
• Audit reports are submitted to the College Council.
• Any violations or misuse of resources are addressed through governance and administrative mechanisms.

10. Professional Development

• Provide training programs for academic leaders on budget management and financial accountability.
• Document participation in training and use it in leadership-performance evaluation.

11. Review and Approval

• This policy is reviewed every three years or as determined by the College Council.
• Amendments require formal College Council approval.
• Approved by the Strategic Plan and Policies Committee and the College Council.

Policy: Student Representation Policy

Date of issue: 1/12/2021   |   Edition: First

Prepared by: Prof. Suzan Amana Rattan

Reviewed by: Governance Structure Committee

Scope of work: Al-Kindy College of Medicine

Updates: Second edition 1/11/2023; Third edition 1/11/2025

Approved by: Strategic Plan and Policies Committee and College Council

1. Title

Student Representation Policy — Al-Kindy College of Medicine

2. Purpose

This policy formalizes student participation in the administrative and governance structures of Al-Kindy College of Medicine in accordance with accreditation standards emphasizing stakeholder participation, transparency, accountability, and shared responsibility for educational quality.

It aims to ensure that student perspectives systematically contribute to decision-making processes related to educational planning, implementation, monitoring, and continuous quality improvement.

3. Scope

This policy applies to:

• All undergraduate students registered at the College.
• All academic and administrative committees in which students are represented.
• Governance, quality-assurance, and educational decision-making activities at College level.

The policy covers representation in councils, standing committees, temporary committees, and advisory forums related to education, student affairs, and quality management.

4. Definitions

• Student Representative: A registered undergraduate student formally selected or elected to represent the student body in institutional governance or committee structures.
• Governance Structures: Formal bodies responsible for decision-making, policy development, oversight, and strategic direction within the College.
• Stakeholder Participation: Structured participation of individuals or groups affected by institutional decisions, including students, in governance and quality processes.

5. Policy Statement

The College affirms that effective governance requires active participation by students as key stakeholders in medical education. The College is committed to ensuring that student representation is structured, supported, and integrated into governance mechanisms in a way that contributes to institutional accountability, transparency, and continuous quality improvement.

Student participation shall be consultative and developmental without compromising academic standards, assessment integrity, or institutional authority.

6. Roles and Responsibilities

College Council

• Approve frameworks for student representation within governance structures.
• Ensure student participation is aligned with institutional strategy and accreditation requirements.
• Review reports concerning student participation in governance.

Dean

• Ensure effective implementation of this policy.
• Promote a governance culture that values stakeholder participation.

Quality Assurance Unit

• Monitor the effectiveness of student participation as part of governance evaluation.
• Ensure student contribution to quality-improvement processes.

Committee Chairs

• Facilitate structured and respectful participation of student representatives.
• Ensure students receive relevant information required for informed contribution.

Student Affairs Unit

• Coordinate selection or nomination of student representatives.
• Maintain official records of representation, attendance, and participation.

Student Representatives

• Represent collective student perspectives responsibly and professionally.
• Participate actively in discussions related to education and student affairs.
• Maintain confidentiality and comply with institutional regulations.

7. Procedures and Guidelines

• Student representatives are selected through transparent, documented, and fair processes approved by the College.
• Representation should be proportionate and appropriate to the scope and function of each committee.
• Students may be represented on committees concerned with governance and planning, quality assurance and program evaluation, student affairs and the learning environment, and curriculum development and review.
• Student representatives receive orientation concerning governance roles, committee functions, and ethical responsibilities.
• Participation must be structured to enable student contribution without involving students in confidential or individual assessment decisions.

8. Compliance and Implementation

• Compliance with this policy is mandatory for all committees and units involved in student representation.
• Failure to support or implement student representation as defined in this policy is addressed through institutional governance and quality-assurance mechanisms.
• Misuse of the role of student representative may result in withdrawal of representation following due process.

9. Exceptions

• Exceptions to student participation may apply to specific committee discussions involving confidentiality, legal matters, or assessment.
• All exceptions must be justified, documented, and approved by the College Council or delegated authority.
• Exceptions must not undermine the general principle of student participation in governance.

10. Review and Revision

This policy is periodically reviewed to ensure alignment with WFME standards relating to governance and management, institutional strategic objectives, and feedback from students, faculty members, and governance bodies. Amendments must be approved through formal institutional procedures.

11. Approval and Effective Date

This policy has been approved by the Council of Al-Kindy College of Medicine and becomes effective from the date of approval. All governance bodies and stakeholders are required to comply from the effective date.