Policy on the Use of Generative Artificial Intelligence (AI) for Students and Faculty members KMC 2-01 Date of issue: 1/12/2025 First edition Issued by:

Prof. Taghreed K. Alhaidari Prof. Galawish A. Abdullah Revised by:

IT Department Applied to:

Medical Students and faculty Members Scope of work: Al -Kindy College of Medicine Issue No. Update day The policy is approved by: - -Strategic plan and policies committee

• The College Council

1. Title

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

2. Purpose

The purpose of this policy is to guide the responsible, ethical, and pedagogically sound use of generative artificial intelligence tools (including large language models and similar technologies) by students and faculty.

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:
• Coursework and assignments
• Assessments and examinations
• Clinical documentation used for learning
• Research -related writing and academic outputs

4. Definitions

Generative Artificial Intelligence (AI):

Digital systems capable of producing text, images, code, or other content based on prompts, such as large language models.

Academic Integrity:

The commitment to honesty, trust, fairness, respect, and responsibility in teaching, learning, assessment, and scholarly activities.

https://www.icai.global/ Protected Health Information (PHI):

Any identifiable patient information that must be safeguarded under applicable privacy and data-protection regulations.

https://www.hhs.gov/hipaa/index.html

5. Policy Statement

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

• Upholds academic integrity and transparency.
• Preserves student authorship and critical thinking.
• Does not compromise patient confidentiality or data security.
• Aligns with institutional values, professional ethics, and accreditation standards.

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

6. Roles and Responsibilities

A. Students

• Remain the primary authors of all submitted academic work.
• Disclose and appropriately acknowledge AI use when permitted.
• Comply with course -specific and institutional guidelines.
• Protect confidential educational and patient information.

B. Faculty Members and Instructors

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

C. Institution

• Provide guidance, training, and oversight related to AI use
• Ensure alignment with accreditation, privacy, and academic standards

7. Procedures and Guidelines

7.1 Principles Governing Generative AI Use

A. Academic Integrity

• Students may not submit AI -generated content as their own work unless explicitly

authorized.

• Faculty must clearly specify permissible levels 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 contribution
• Disclosure must appear in written submissions, presentations, and scholarly outputs.

C. Human Oversight and Critical Thinking

• AI serves as an auxiliary tool only.
• Clinical reasoning, ethical judgment, and professional communication must remain human -

driven.

• Faculty should prioritize assessment methods that evaluate understanding and analysis.

D. Privacy and Data Protection

• Identifiable patient data or protected health information must not be entered into public AI

tools.

• AI use 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 (summarization, explanation of concepts) with critical review.
• Idea generation and editing assistance when final work reflects independent thinking.

Prohibited without permission:

• Direct AI -generated submission of assignments or reflections.
• Use of AI in closed -book exams unless explicitly authorized.
• Uploading confidential or sensitive data into AI platforms.

B. Faculty and Instructors

Permitted:

• Development of teaching materials and learning aids.
• Enhancing engagement while ensuring accuracy.

Restricted:

• Use of AI as the sole grader or assessor.
• Replacement of essential learning outcomes with AI outputs.

7.3 Citation and Disclosure Requirements

When AI contributes to academic work, the following (or equivalent) statement must be included:

“This work includes content assisted by (AI Tool Name). The author reviewed, edited, and verified the content. The tool was used for (specific purpose).” Such disclosure supports transparency and accountability in academic work.

7.4 Training and Support

The College shall:

• Offer workshops on AI literacy, ethical use, and limitations
• Educate users about risks such as bias, inaccuracies, and hallucinations
• Provide guidance aligned with best practices in medical education

7.5 Academic Integrity and Enforcement

• Misuse of generative AI may constitute academic misconduct and will be managed under

existing integrity policies.

• Faculty may use manual review and supportive tools but should not rely solely on

automated AI -detection systems.

8. Review and Revision

• This policy will be reviewed regularly to reflect:
• Technological developments
• Educational needs
• Accreditation and regulatory updates
• Revisions will follow institutional governance procedures.

9. Approval and Effective Date

This policy shall be approved by the College Council and Deanery of Al -Kindy College of Medicine.

It becomes effective from the date of approval and remains in force until revised or replaced.

https://www.icai.global/ https://www.hhs.gov/hipaa/index.html

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. The policy ensures that assessment practices are valid, reliable, fair, and aligned with intended learn ing outcomes, accreditation requirements, and international standards in medical education.

3. Scope

This policy applies to all undergraduate medical assessments conducted at KMC, including written examinations, clinical examinations (OSCEs), practical assessments, and electronic Assessment and Evaluation Policy KMC 3-01 No. of edi tion: 1st Date of issue:1/11/2019 Issued by:

Prof. Ekhlas Khalid Hameed Prof. Galawish A Abdullah Revised by:

Professor Dr. Thikra N Abdulla Applied to all students at the college Scope of work:

Al Kindy College of Medicine Issue No.: Date of Update:

2nd 1/11/2022 3rd 1/9/2023 4th 1/11/2025 The policy is approved by: - Strategic plan and policies committee

• The college council

assessments. It applies to all faculty members, examiners, committee members, and administrative staff involved in assessment processes.

4. Definitions

Assessment:

A systematic process of evaluating students’ knowledge, clinical skills, professional behavior, and attitudes using valid and reliable tools aligned with learning outcomes.

OSCE (Objective Structured Clinical Examination):

A structured clinical assessment method designed to objectively evaluate clinical competence using standardized stations and marking schemes.

Item Analysis:

A statistical process is used to evaluate the quality of exam questions, including difficulty index, discrimination index, and reliability measures, to improve assessment quality.

Academic Integrity:

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

5. Policy Statement

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

• Evaluates knowledge, clinical skills, and professional attitudes.
• Uses a wide range of assessment methods.
• Ensures fairness, consistency, confidentiality, and academic integrity.
• Aligns with ministerial regulations and international accreditation standards.
• Supports continuous improvement through evidence -based evaluation and feedback.

6. Roles and Responsibilities

A. Formation and Organizational Structure:

• Committee Chair: Appointed by the College Deanery, preferably with experience in

medical education and assessment.

• Members: Representatives from scientific departments, the Medical Education Unit,

the Quality Assurance Unit, and Student Affairs.

B. Sub-committees:

o Question and Assessment Committee: Responsible for preparing and reviewing exam questions.

o Clinical Examinations Committee (OSCE): Oversees the organization, standardization and implementation of clinical examinations.

o Printing and Confidentiality Committee: Supervises the printing of questions and ensures confidentiality.

o Monitoring and Organization Committee: Manages exam halls and assigns proctors.

o Monitoring and Organization Committee: Management of exam halls, invigilation, and logistics.

o Psychometric committee: Ensures the validity, reliability, fairness, and quality of student assessments through systematic psychometric analysis and evidence -based recommendations.

o Quality assurance of assessment committee (QAAC): is responsible for ensuring that all assessment processes are valid, reliable, fair, transparent, and aligned with intended learning outcomes and accreditation standards. The committee oversees the planning, implementation, monitoring, and continuous impr ovement of assessment systems across the program.

7. Procedures and Guidelines

A. Assessment Design and Implementation

• Define and publish the principles, methods and practices used for assessment of its students.
• Evaluate and document the reliability and validity of assessment methods. Reliability

is assessed by the psychometric committee (e.g. reliability coefficient of MCQs exams can be evaluated during the electronic correction using optical mark recognition (OMR) software. Validity is usually assessed by comparing exam questions to the blueprints provided . The results were later managed by the quality assurance of assessment committee (QAAC).

• Taking special decisions (action plan) by the college according to the analysis reports

of the psychometric committee and QACC.

• Ensure that the assessment covers knowledge, skills and professional attitude

including blueprints for all disciplines. Maintain a clear assessment blueprint aligning learning outcomes, curriculum content, and exam structure.

• Ensure the use of a wide range of assessment methods considering the balance between

formative and summative assessments; the number of examinations and types of examinations (written and oral), the use of personal portfolio , log-books, and special types of examinations e.g. objective structured clinical examinations (OSCE) and mini - clinical evaluation exercise (Mini -CEX).

• Ensure implementing the educational outcomes and the instructional methods in a

blueprint sample.

• Ensure a system to detect and prevent plagiarism . Use standardized marking schemes

and OSCE checklists to ensure consistency.

• Ensure that the assessment methods are met with the college regulations.
• Encourage and ensure that assessments are open to scrutiny by external expertise to

review the assessment policy.

• Ensure the use of assessment principles, methods and practices are clearly compatible

with intended educational outcomes and instructional methods.

• Enroll in surveys and questionnaires and use feedback to improve and promote student

learning.

• Ensure conflict of interest policy that ascertains the avoidance of any involvement in

examination -related matters that could influence students positively or negatively.

• Incorporation of new assessment methods which are not previously utilized by the

college.

• Encourages the participation of external examiners with feedback reports.
• Preparing Examination Schedules: Organizing exam dates and distribution according

to the academic plan.

• Organizing Exam Halls: Preparing halls and distributing students and proctors.
• Preparing Exam Questions: Collecting questions from scientific departments,

reviewing them, and storing them in a question bank.

• Conducting Clinical Examinations (OSCE): Organizing clinical stations and training

examiners.

• Grading Exam Booklets: Providing an appropriate environment for grading and

ensuring the confidentiality of scores.

• Announcing Results: Verifying grades, preparing final lists, and announcing results to

students.

• Handling Appeals: Receiving student objections and addressing them according to

approved procedures.

B. Quality Assurance and Continuous Improvement Measures:

• Assessment Performance Evaluation: Conducting statistical analysis of exam results

to determine the effectiveness of questions and evaluation methods and to ensure that these assessment methods do promote student learning.

• Continuous Training: Organizing workshops for committee members and examiners

on best assessment practices.

• Periodic Update of Question Bank: Reviewing and updating stored questions to ensure

their relevance to current curricula.

• Monitor and evaluate the application of the principles, methods, and practices used for

assessment of the students and test their effectiveness regularly depending on application and surveys.

• Review the blueprints to evaluate to which extent they cover all three domains

(Knowledge, Skills & Attitude) adequately and suggest an action plan for improvement.

• Review the use of a wide range of assessment methods which cover both formative and

summative examinations according to their respective assessment utility and suggest improvements in a regular manner.

• Implement improvement of the Conflict -of-interest policy.
• Evaluate and suggest improvement of the reliability and validity of the assessment

methods.

• Review the external examiner’s reports and suggest an action plan accordingly.
• Suggest an action plan to optimize the relation between educational outcomes,

instructional methods, and assessment methods.

• Regular reports for adjustments of formative and summative examinations to achieve

their objectives.

• Review the effectiveness of the feedback process after each exam.
• Implement regular item analysis (difficulty, discrimination, reliability).
• Organize post-exam review meetings to evaluate exam delivery and outcomes.
• Maintain a secure and confidential archive for all assessment materials.

C. Academic Integrity and Transparency

• Monitor and manage examination misconduct according to institutional regulations.
• Ensure assessments are open to external scrutiny when required.
• Coordinate moderation processes before and after examinations.

D. Capacity Building and Feedback

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

8. Review and Revision

• The Assessment and Examination Committee, in collaboration with the Quality

Assurance Unit, will review assessment practices regularly. Reviews will consider:

• Student performance trends.
• Feedback from stakeholders.
• Updates in assessment methodologies.
• International benchmarking and accreditation requirements.

9. Approval and Effective Date

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

10. Compliance with Ministerial Instructions

• Adherence to Examination Instructions No. 134 of 2000: Implementing instructions

issued by the Ministry of Higher Education and Scientific Research regarding examinations.

• Coordination with Relevant Authorities: Collaborating with the Ministry and

relevant bodies to ensure smooth examination processes.

Conflict of Interest Policy KMC3 -02 No. of edi tion: 1st Issuing date: 1/11/2025 Issued by :

Prof . Dr. Thikra N Abdulla Revised By Polices committee at the College Applied to all Students at the college Scopus of work:

Al Kindy College of Medicine Date of Update: Issue No.:

2nd The policy is approved by: - Strategic plan and policies committee

• The college council

1. Title

Conflict of Interest Policy (COI)

2. Purpose

The purpose of this policy is to ensure the integrity, fairness, transparency, and credibility of practical, clinical, and oral examinations conducted by the medical college.

This policy defines and regulates conflicts of interest (COI) related to the appointment and participation of faculty and external examiners, thereby safeguarding academic standards and 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 those from:

• Other medical colleges or universities
• Ministry of Health institutions
• International institutions

4. Definitions

A conflict of interest exists when personal, professional, financial, academic, or institutional relationships could influence, or be perceived to influence, an individual’s objectivity, independence, or judgment in student assessment.

5. Policy Statement

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

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

6. Roles and Responsibilities

Committee Chair: Appointed by the College Deanery

• Oversee the implementation of this policy.
• Ensures appropriate review and management of declared conflicts.
• Reports on policy -related matters to the College Council and Deanery.

Committee Members: Student Affairs, Students registration unit and General Legal Division Unit.

• Review conflict of interest declarations objectively and confidentially.
• Recommend appropriate management actions.
• Ensure consistent application of the policy.

Sub-Committees: Head of all scientific departments.

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

7. Procedures and Guidelines

7.1 Types of Conflict of Interest

Academic and Professional Conflicts

• Current or recent involvement in teaching the same subject at the medical college.
• Employment as part -time, visiting, or adjunct faculty in the same subject.
• Participation in curriculum design or assessment preparation for the examined course.
• Supervisory or mentoring relationships with examined students.

Personal Relationships

• Family, close personal, or social relationships with any candidate.
• Personal disputes or close friendships with internal examiners or candidates.

Institutional Conflicts

• Administrative or leadership roles within the medical college being examined.
• Involvement in institutional decision -making that may affect examination outcomes.

Financial and Other Interests

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

7.2 Declaration of Conflict of Interest

• All external examiners must complete and sign a ‘Conflict of Interest Declaration’

Form prior to participation.

• Any actual, potential, or perceived conflict must be disclosed.
• Declarations should be submitted to the ‘College Examination Committee’ or

designated authority.

7.3 Management of Conflict of Interest

• Declared conflicts shall be reviewed by the Examination Committee.
• Management strategies may include:

o Exclusion from examining specific candidates or stations o Modification of examiner duties o Withdrawal or replacement of the external examiner

• Failure to declare a conflict may result in termination of appointment and exclusion

from future examining roles.

8. Review and Revision

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

9. Approval and Effective Date

This policy should be approved by the College Council and the Deanery of Al -Kindy College of Medicine.

It becomes effective from the date of approval and shall be subject to periodic review in accordance with institutional governance procedures.

10. Compliance with Ministerial Instructions

This policy complies with all applicable Ministry of Higher Education and Scientific Research regulations and instructions. Any updates to ministerial directives shall be incorporated accordingly.

1. Title

External Examiner Assistance Policy for Practical and Clinical Examinations

2. Purpose

This policy defines the framework for the appointment, roles, responsibilities, and professional conduct of External Examiners participating as co -examiners in practical, clinical, and oral examinations at the medical college.

The policy aims to ensure fairness, transparency, quality assurance, and alignment with national and international standards of medical education assessment.

3. Scope

This policy applies to all undergraduate and postgraduate practical, clinical, and oral examinations conducted by the medical college in which External Examiners are appointed.

External Examiners may be drawn from:

• Other accredited medical colleges or universities
• Institutes under the Ministry of Health External Examiner Assistance Polic y

KMC 3-03 No. of edi tion: 1st Issuing date: 1/11/2025 Issued by:

Prof . Thikra N Abdulla Revised by:

Prof. Taghreed K. Alhaidari Asst. Prof. Raghad Emad Al Deen Applied to all Students Scope of work:

Al Kindy College of Medicine Issue No .: Date of Update:

The policy is approved by: - Strategic plan and policies committee

• The college council
• Recognized institutions outside the country

4. Definitions

External Examiner:

An independent academic or clinical professional who is not involved in teaching the assessed subject at the medical 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 high standards of assessment quality, objectivity, and credibility through the structured involvement of qualified External Examiners.

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

6. Roles and Responsibilities

Committee Chair: Appointed by the College Deanery

• Oversees implementation of the External Examiner Assistance Policy.
• Ensures appropriate appointment, orientation, and utilization of External Examiners.
• Reports examination outcomes and feedback to the College Council and Deanery.

Committee Members: Represented by College Council

• Nominate and review External Examiner appointments.
• Ensure External Examiners receive relevant examination materials and regulations.
• Review feedback reports and oversee follow -up actions.

Sub-Committees: Head of Scientific Departments, Examination Committees

• Coordinate examination logistics 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 relevant postgraduate qualification.
• Possess appropriate academic rank and/or clinical experience relevant to the examined

subject.

Independence

• Must not participate in teaching the examined subject at the medical college.
• Must not be a part -time or visiting faculty member during the examination period.
• Must have no conflict of interest with the institution or candidates.

Training and Experience

• Be trained and experienced in student assessment, particularly in practical and clinical

examinations.

• Have prior experience with OSCE/OSPE, clinical long cases, short cases, and/or oral

examinations.

Official Appointment

• Be formally invited through written communication.
• Appointment must be approved by the authorized academic body of the college.

7.2 Appointment Process

• External Examiners are nominated by the academic department and approved by the

College Examination Committee or equivalent authority.

• A formal invitation letter outlining the role, duration, and responsibilities shall be

issued.

• External Examiners shall receive examination regulations, assessment tools, and

schedules in advance.

7.3 Roles and Responsibilities of External Examiners

Participation in Examinations

• Serve as co -examiners with internal examiners.
• Assess clinical skills, practical competence, communication skills, and

professionalism.

• Ensure adherence to approved examination standards and guidelines.

Assessment and Scoring

• Use approved marking schemes, checklists, and scoring rubrics.
• Contribute to fair, consistent, and standardized scoring.
• Participate in discussions of borderline cases when required.

Quality Assurance

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

Feedback and Reporting

• Submit a written feedback report addressing:

o Fairness and appropriateness of the examination o Alignment with learning objectives and curriculum o Organization and conduct of the examination o Recommendations for improvement

• Submit the report within the specified timeframe to the designated authority.

7.4 Conduct and Professional Standards

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

7.5 Conflict of Interest

• External Examiners must declare any actual or potential conflict of interest prior to

participation.

• Any identified conflict may result in withdrawal or termination of appointment.

7.6 Confidentiality

• Examination content, student performance, and results must not be disclosed to

unauthorized parties.

• Feedback reports shall be used solely for academic quality improvement purposes.

8. Review and Revision

This policy should be reviewed periodically to ensure continued relevance, compliance with accreditation standards, and alignment with best practices in medical education assessment.

9. Approval and Effective Date

This policy should be approved by the College Council and the Deanery of Al -Kindy College of Medicine.

It becomes effective from the date of approval and shall be subject to periodic review in accordance with institutional governance procedures.

10. Compliance with Ministerial Instructions

This policy complies with all applicable Ministry of Higher Education and Scientific Research instructions and regulations. Any updates to ministerial directives shall be incorporated .

1. Title

External Epertise Assistance Policy for Undergraduate Medical Program Assessment

2. Purpose

The purpose of this policy is to ensure fairness, quality, transparency, and credibility in academic evaluation, particularly in final and graduation examinations, through the structured involvement of qualified external evaluators.

The policy supports continuous quality improvement and compliance with national and international accreditation requirements.

3. Scope

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

External Expertise Assistance Policy KMC3 -04 No. of edi tion: 1st Issuing date: 1/11/2025 Issued by:

Prof. Thikra N Abdulla Revised by:

Prof. Taghreed Alhaidari Asst. Prof. Raghad Imad Aldeen Applied to all students Scope pf work:

Al Kindy College of Medicine Date of Update: Issue No.:

2nd The policy is approved by: - Strategic plan and policies committee

• The college council

4. Definitions

• National External Evaluator:

An evaluator appointed from medical colleges, universities, or affiliated councils within Iraq .

• International External Evaluator:

An evaluator appointed from medical colleges, universities, or affiliated councils outside Iraq .

• External Evaluator:

An independent academic with sufficient academic and clinical experience, preferably with a documented history in academic assessment, who contributes to quality assurance and evaluation of assessment processes.

5. Policy Statement

Al-Kindy College of Medicine is committed to establishing formal, ongoing program evaluation procedures to determine the extent to which educational outcomes are achieved based on defined learning objectives.

The involvement of external evaluators forms an essential component of the college’s 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 Deanery

• Oversees the implementation of the External Evaluator Assistance Policy.
• Ensures coordination between external evaluators and relevant academic committees.
• Reports evaluating outcomes to the Academic Council and College Council.

Committee Members: Represented by College Council

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

Sub-Committees: Examination or Evaluation Committees

• Assign external evaluators to specific disciplines or subjects.
• 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 graduates achieve a common foundation of knowledge, skills, attitudes, and values.

The curriculum is overseen by the Curriculum Committee, which reports directly to the Academic Council.

Program evaluation is supported by the College Evaluation Committee.

7.2 Objectives of External Evaluation

1. Determine clear mechanisms for utilizing external evaluators.

2. Ensure assessment methods align with academic, local, and international standards.

3. Enhance transparency, fairness, and credibility of the assessment system.

7.3 General Instructions for External Evaluators

• Must hold an academic degree (Assistant Professor, Professor, or recognized expert).
• Must have no conflict of interest.
• Each external evaluator shall be assigned to one discipline or subject syllabus.
• At the conclusion of the evaluation, the external evaluator shall:

o Submit a comprehensive written report o Provide a SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) o Discuss findings with relevant committees and stakeholders in a reflective manner

• External evaluators should be provided with a standardized evaluation format

covering all curriculum levels.

7.4 Conditions and Criteria for Selection

• Academic Rank: Assistant Professor or higher
• Experience: Minimum of five (5) years in medical education or academic assessment
• Specialization: Same field as the course or examination
• Neutrality: Absence of any 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 uniform application of assessment procedures

2. Reviewing Assessment Tools

• Evaluate written examinations (MCQs, SAQs, essays) for alignment with learning

objectives, appropriate difficulty, clarity, and relevance

• Review OSCE/OSPE stations, clinical cases, and viva questions for validity and

standardization

3. Monitoring the Assessment Process

• Observe written, practical, clinical, and oral examinations
• Ensure adherence to institutional regulations and bylaws
• Confirm appropriate and standardized examination conditions

4. Validating Marking and Grading

• Review marking schemes, model answers, and checklists
• Ensure consistency in scoring across examiners
• Participate in moderation and review borderline cases

5. Evaluating Clinical Competence

• Assess coverage of history taking, physical examination, clinical reasoning,

communication, and professionalism

• Ensure ethical conduct and patient safety

6. Providing Feedback and Recommendations

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

7. Ensuring Alignment with Accreditation Standards

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

8. Reporting

• Submit a formal written report including observations, issues, and recommendations
• Submit the report to the appropriate academic authority

9. Confidentiality and Professionalism

• Maintain confidentiality of examination materials and results
• Uphold ethical and professional standards at all times

7.6 College Commitments Toward External Evaluators

• Provide prior information on examinations and course materials
• Provide accommodation and transportation (if required) or agreed financial

compensation

• Respect and consider external evaluator recommendations or document reasons for

non-implementation

• Ensure confidentiality and ensure reports are not used against any party without

consent

7.7 Legal and Organizational Aspects

• Sign a contract or memorandum of understanding prior to assignment
• Determine compensation in line with academic or ministerial guidelines
• Archive evaluation reports and recommendations in official academic records

7.8 Periodic Evaluation of External Evaluators

• External evaluators shall be evaluated after each examination session
• Feedback may be collected from internal faculty and students, where appropriate

8. Review and Revision

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

9. Approval and Effective Date

This policy shall be approved by the College Council and the Deanery 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 Ministerial Instructions

This policy complies with all applicable Ministry of Higher Education and Scientific Research instructions and regulations. Any updates to ministerial directives shall be incorporated accordingly

1. Title

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

2. Purpose

The purpose of this policy is to establish a comprehensive, systematic, and continuous framework for routine monitoring and evaluation of the educational program at Al -Kindy College of Medicine. This policy aims to ensure 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. Program Monitoring and Evaluation Policy KMC4 -04 Date of issue: 1/11/2015 1st edition Issued By Prof. Taghreed Alhaidari Prof. Galawish A Abdullah A.P. Raghad Emadaldeen Naji A.P. Mohanad Monther Abdulgani Revised By:

Policies Committee Applied for the college academic program Work for: Al Kindy College of Medicine Issue No.: Date of activation 2nd 1/12/2021 3rd 1/12/2024 4th 20/12/2025 The policy is approved by: - Strategic plan and policies commi ttee

• The college council

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 internal and external stakeho lders 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 the educational program.

Stakeholders:

Individuals or organizations with an interest in the educational program, including students, faculty, graduates, employers, healthcare institutions, regulatory bodies, and community representatives.

Feedback:

Structured information collected from stakeholders regarding program quality, teaching effectiveness, learning environment, and graduate performance.

Social Accountability:

The obligation of the medical college to direct its education, research, and service activities towards addressing the priority health needs of the community and society.

5. Policy Statement

Al-Kindy College of Medicine is committed to implementing a structured and transparent program monitoring and evaluation system that ensures continuous quality improvement. The college systematically evaluates its curriculum, teaching methods, student perf ormance, graduate outcomes, learning resources, and stakeholder satisfaction. Evaluation results are used to guide curriculum planning, implementation, and development, ensuring alignment with institutional mission, national priorities, and international s tandards.

6. Roles and Responsibilities

A. Dean and College Council

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

B. Program Evaluation Committee

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

C. Curriculum Committee

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

D. Quality Assurance Unit

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

E. Graduate Follow -up Committee

• Monitor graduate outcomes and professional performance.

F. Student Counseling Committee

• Use performance data to identify students requiring academic support.

7. Procedures and Guidelines

7.1 Routine Program Monitoring

The college conducts continuous and cyclical monitoring of the educational process, including curriculum, student performance, assessment methods, teaching strategies, graduate outcomes, and learning resources. Monitoring is conducted annually or bienniall y through designated committees. Regular feedback is collected from students, faculty, graduates, community members, and stakeholders. All reports are submitted to the Dean and College Council for review and action.

7.2 Curriculum Evaluation

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

7.3 Student Progress Evaluation

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

7.4 Identification and Management of Concerns

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

7.5 Use of Evaluation Results in Curriculum Development

Evaluation results directly influence curriculum planning, implementation, and development.

Approved recommendations may result in curriculum revisions, changes in teaching strategies, reallocation of resources, or introduction of new learning activities.

7.6 Periodic Comprehensive Program Evaluation

a. Educational Context The college evaluates 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 outreach programs, seminars, research activities, and collaboration with health organizations.

7.7 Teacher and Student Feedback

The college systematically collects feedback from students and faculty regarding teaching quality, program content, and learning environment. Feedback is analyzed by relevant committees and used to guide program development and quality improvement.

7.8 Performance of Students and Graduates

Student and graduate performance is analyzed in relation to mission, curriculum, resources, and student background. Results inform curriculum planning, admission policies, and student counseling services.

7.9 Stakeholder Involvement

Principal stakeholders, including faculty, students, employers, healthcare institutions, and regulatory bodies, are actively involved in program evaluation. Evaluation results are shared with external stakeholders, and their feedback is integrated into ins titutional planning and development.

8. Review and Revision

This policy is reviewed periodically by the Program Evaluation Committee and Quality Assurance Unit. Revisions are approved by the Dean and College Council based on evaluation outcomes, 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.

This policy ensures a closed -loop quality assurance system where evaluation leads to action, action leads to improvement, and improvement is continuously monitored.

1. Policy Title

Student Suppo rt and Academic Advising Policy – Al Kindy College of Medicine / University of Baghdad

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 their resilience, and promotes academic and professional success. It ensures that all students have equitable and fair access to academic advising, psychological and educational counseling, and learning guidance. This policy aligns with the College’s strategic objectives, institutional governance framework, qual ity assurance system, and accreditation requirements

3. Scope

This policy applies to:

• All students enrolled in the six academic years at Al -Kindy College of Medicine. Student Support and Academic Advising Policy

KMC5 -01 Date of issue: 12/1 /2025 First edition Issued by :

Prof Dr. Suzan Amana Rattan Revised by:

Prof. Galawish A. Abdullah Prof. Taghreed K. Alhaidari Prof. Ekhlas Khalid Hameed Applied to: Students of the college Scope of work:

Date of Update Issue No.

The policy is approved by: - Strategic plan and policies committee

• The college council
• Faculty members selected and appointed as liaison members of the University

Psychological Counseling Unit.

• The Psychological Counseling and Educational Guidance Unit at 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 aimed at promoting students’ academic success, psychological stability, and social adjustment throughout their study at Al -Kindy College of Medicine.

• Academic Advising:

A structured, continuous guidance process designed to assist students with academic planning, monitoring academic performance, addressing academic difficulties, and career orientation.

At Al -Kindy College of Medicine, academic advising is delivered by Liaison Members of the University Psychological Counseling Unit , who are assigned to specific academic stages and work directly with students.

• Psychological and Educational Counseling:

Professional, confidential, and structured services addressing psychological, emotional, behavioral, and educational issues that may affect students’ academic performance or overall well -being.

Psychological and educational counseling at Al -Kindy College of Medicine is provided by Liaison Members of the University Psychological Counseling Unit , in coordination with the Unit leadership and College administration.

• Liaison Members of the University Psychological Counseling Unit:

Faculty members of Al -Kindy College of Medicine who have been formally selected and appointed to serve as liaison members of the University Psychological Counseling Unit for the College.

These members act as the direct link between students and the Unit and are responsible for delivering academic advising, psychological and educational counseling, and student follow -up.

Liaison members are distributed across the six academic years according to a structured and well -planned mechanism to ensure comprehensive coverage, continuity, and effectiveness of student support.

• At-Risk Student:

A student identified through academic monitoring, counseling interactions, or self - reporting 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 -structured system of academic advising and

psychological and educational counseling for all students through the Liaison Members of the University Psychological Counseling Unit.

• 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 among students,

liaison members, the Counseling Unit, and College leadership.

• Continuous development of the competencies of liaison members and Unit staff

through approved training programs.

• Ensuring that all student support activities are fully aligned with institutional

governance principles and quality assurance standards.

6. Roles and Responsibilities

Dean of Al -Kindy College of Medicine:

• Provides overall supervision of the implementation of this policy and ensures

alignment with the College’s strategic objectives.

• Approves recommendations and decisions issued by the Psychological Counseling

and Educational Guidance Unit and its affiliated committees.

Vice Dean for Scientific Affairs and Student Affairs:

• Monitors the performance of the Psychological Counseling and Educational Guidance

Unit and ensures effective implementation of this policy.

• Facilitates the Unit’s activities and addresses administrative and organizational

challenges.

• Holds regular meetings with the Head and members of the Unit to review progress

and challenges.

• Reviews students’ feedback regarding the utilization and effectiveness of the Unit’s services

and works on service improvement in coordination with the Dean.

Head of the Psychological Counseling and Educational Guidance Unit:

• Oversee the provision of academic advising and psychological and educational counseling

services and ensure their quality.

• Organizes and assigns liaison members across the six academic years.
• Supervises student case follow -up and ensures proper documentation in accordance with

approved procedures.

• Coordinates with College leadership and relevant administrative units on student -related

matters.

Liaison Members of the University Psychological Counseling Unit (Faculty Members):

• Provide academic advising and psychological and educational counseling to students within

their assigned academic stages.

• Conduct regular meetings with students to monitor academic progress and psychological

well-being.

• Refer to cases requiring specialized intervention and ensure proper documentation and

follow -up.

Students:

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

needed.

7. Procedures and Guidelines

First: Academic Advising

• Each student is assigned to be a liaison member according to their academic stage.
• Regular individual and group meetings are conducted to monitor academic performance and

define learning objectives.

• 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 the Liaison Members of

the University Psychological Counseling Unit, who are distributed across the six academic years at Al -Kindy College of Medicine.

• Confidential individual counseling sessions are conducted to address psychological,

behavioral, emotional, and educational concerns.

• The Unit organizes awareness programs and workshops in mental health, stress management,

examination anxiety, study skills, and life skills.

• Cases requiring specialized or advanced intervention refer to approved universities or external

centers in coordination with the Head of the Unit and the 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 Head of the Unit are held to ensure

achievement of policy objectives.

8. Training and Capacity Building

• Liaison members and Unit staff undergo approved training programs in psychological and

educational counseling, crisis intervention, psychological first aid, communication skills, and guidance methodologies.

• Training programs are updated periodically to maintain professional competence and enhance

service quality.

9. Compliance and Monitoring

• The Psychological Counseling and Educational Guidance Unit submits semester -based

performance reports to the Dean of Al -Kindy College of Medicine.

• The Quality Assurance Unit conducts an annual evaluation of student support services.
• Student satisfaction surveys are used as key indicators for monitoring effectiveness and

guiding continuous improvement.

• Non-compliance with this policy may result in corrective actions 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

Head of the Unit in coordination with the Dean.

Financial Support for Students in Need:

• The Psychological Counseling and Educational Guidance Unit forms a dedicated committee

to review requests for financial assistance submitted by students in need.

• The committee consists of the Head of the Unit (Chair), a Rapporteur, and one Unit member.
• The committee reviews formally submitted applications, conducts individual interviews with

students, and examines supporting social and economic documentation.

• Recommendations are submitted to the Dean of Al -Kindy College of Medicine for final

decision.

• All applications and decisions are archived in a confidential, officially maintained registry

within the Unit.

11. Review and Revision

• This policy is reviewed annually to ensure compliance with accreditation standards, university

regulations, and evolving student needs.

• Revisions are approved by the College Policy Committee and formally communicated to

relevant stakeholders.

• The policy is maintained within the Quality Assurance system of Al -Kindy College of

Medicine as an approved reference document.

1. Title

Confidentiality Policy for Student Counseling and Support Services

2. Purpose

The purpose of this policy is to ensure the confidentiality of personal information shared by medical college students during counseling and support services. Confidentiality is fundamental to creating a safe, supportive, and trusting environment where stu dents can openly discuss personal, academic, psychological, or emotional concerns.

3. Scope

This policy applies to:

• All students of the medical college who access counseling and support services
• All counselors, mental health professionals, and authorized staff involved in providing

counseling services

• All counseling records, files, and information generated during counseling sessions Confidentiality Policy

KMC5 -02 Date of issue: 12/1 /202 3 First edition Issued by :

Prof . Ekhlas Khalid Hameed Revised by:

Prof. Taghreed K. Alhaidari Applied to: Students of the college Scope of work:

Issue No. Date of Update:

2nd 12/1/2025 The policy is approved by: - Strategic plan and policies committee

• The college council

4. Definitions

• Confidentiality: The ethical and legal obligation to protect personal information

disclosed during counseling sessions from unauthorized access or disclosure.

• Counseling Records: Notes, files, assessments, and documentation related to

counseling sessions. These records are not considered academic or educational records.

• Student: Any enrolled medical college student receiving counseling or support

services.

• Counselor: A licensed or authorized professional providing 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 limit access to authorized individuals only.
• Inform students of the limits of confidentiality at the beginning of counseling.
• Disclose information only under conditions outlined in this policy or as required by

law.

5.2 Students

• Provide accurate and honest information during counseling sessions.
• Submit written consent when requesting the release of information to third parties.
• Understand the limits of confidentiality as explained by the counselor.

5.3 Institution

• Ensure appropriate infrastructure and policies are in place to protect counseling

records.

• Support counselors in complying with ethical and legal confidentiality standards.

6. Procedures and Guidelines

6.1 General Confidentiality

• All personal information and content of counseling sessions are strictly confidential.
• Counseling records are accessible only 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 the student’s consent only under the following circumstances:

1. Risk of Harm:

If the counselor believes the student poses a serious risk of harm to themselves or others, information may be disclosed to appropriate authorities or individuals to ensure safety.

2. Abuse or Neglect:

If the counselor suspects physical abuse, neglect, or exploitation of a student or a vulnerable adult, the counselor is legally obligated to report such information to relevant authorities.

3. Legal Requirements:

Information may be disclosed if required by law or court order.

6.3 Release of Information

• Prior to releasing information to any third party, the student must complete and sign

an Information Release Form .

• Without written consent, counseling information will not be shared with parents,

spouses, siblings, other therapists, or any external person or agency.

6.4 Access to Records

• Students may review their counseling records upon submitting a written request.
• Such requests and reviews become part of the student’s counseling record.

7. Review and Revision

This policy shall be reviewed periodically to ensure compliance with legal, ethical, and institutional requirements. Revisions may be made based on changes in laws, professional standards, or institutional needs.

8. Approval and Effective Date

• Approved by: Policies committee at Al Kindy College of Medicine and to be

reviewed regularly every two years, unless otherwise indicated.

1. Title

Policy on Supporting Students with Disabilities / (Al -Kindy College of Medicine – KMC)

2. Purpose

KMC is committed to creating an inclusive, supportive environment that enables students with disabilities to participate fully in academic and campus life. This policy ensures equal opportunity , compliance with anti-discrimination laws, and the provision of reasonable accommodations to help students meet essential requirements.

3. Definitions

• Disability: A physical or mental impairment that substantially limits one or more

major life activities, or a record/history of such an impairment. Policy for Student with disability KMC 5-03 Date of issue: 1/11/2019 First edition Issued by:

Prof. Ekhlas Khalid Hameed Prof. Galawish A Abdullah Raghad Kassim Revised by: Policies Committee Applied to:

Medical Student with disability Scope of work: Al Kindy College of Medicine Issue No. Date of Update:

2nd 1//11/2022 3rd 1/9/202 3 4th 8/12/2025 The policy is approved by: -Strategic plan and policies committee

• The college council
• Physical or Mental Impairment: Any physiological or mental disorder.
• Substantially Limits: The impairment significantly restricts an individual from

performing major life activities in manner, condition, or duration .

• Life Activities: Includes 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 , with or without reasonable accommodation.

• Important: Disabilities that prevent a student from performing essential functions of

a doctor (e.g., severe impairments that cannot be accommodated) may limit eligibility for medical training. Students must be able to meet professional and clinical requirements , though accommodation may be provided to support this.

4. Objectives

• Ensure an inclusive and supportive environment that encourages disclosure of

disabilities.

• Guarantee fair and equal treatment for all applicants and students.
• Comply with legal requirements to prevent discrimination and provide reasonable

accommodation while maintaining academic and professional standards.

5. Responsibilities

• All KMC staff are responsible for implementing this policy.
• The Student Affairs Office oversees monitoring, support, and enforcement.
• The policy is accessible to all students and staff .

6. Procedure

• Students are encouraged to disclose disabilities early (during application or

enrollment).

• Contact the Student Affairs Office to request support.
• Provide documentation verifying the disability when requesting accommodation.
• Accommodation is designed to allow students to meet all program requirements ,

including clinical and academic standards, not to reduce them.

• Approved accommodation is documented in a Student Support Agreement .
• Students must share the agreement with relevant staff to ensure adjustments are

implemented.

• Examples of accommodation: Extra exam time, separate exam rooms, reduced

caseload, accessible learning materials.

7. Confidentiality

• All medical and diagnostic documentation is kept confidential .
• Information is shared only with staff on a need -to-know basis or as legally required.
• Written consent is required to release records to third parties.

8. Evaluation and Success

• Student feedback is collected regularly.
• Success indicators:
• Reduced complaints related to disabilities.
• Increased positive student feedback over time.
• The Student Affairs Office reviews accommodation effectiveness at least annually .

9. Policy Review

• The Disability Services Unit reviews this policy regularly .
• Updates and improvements are implemented as needed to maintain compliance and

best practice.

Key Principle: Students with disabilities are supported through reasonable accommodation to succeed academically and clinically. However, all students must still meet the essential requirements of medical training to ensure they are competent and capable of becoming doctors.

Title:

Policy on Recruitment, Selection, and Development of Staff 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, and merit - based process aligned with the College’s mission, while ensuring t heir continuous development.

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

Staff Recruitment and Development Policy KMC6 -01 Date of issue: 1/11/2019 First Issued by:

Prof Dr. Taghreed Alhaidari Prof Dr. Ali Abdul Razzak Prof Dr. Galawish A Abdullah Prof Dr. Israa Mohammed Revised By: Polices committee Applied to all academic and professional staff and non -academic staff Scope of work:

No. of Issue Date of update 2nd 1/11/2022 3rd 1/11/2025 The policy is approved by: -Strategic plan and policies committee

• The college council

3. Scope of Application

This policy applies to:

• All academic faculty members

(Basic Medical Sciences, Behavioral and Social Sciences, Clinical Sciences)

• All professional and non -academic staff

(Administration, Information Technology, Finance, Laboratories, Libraries)

• Full-time, part -time, visiting, and invited staff
• Recruitment, appointments, promotion, and staff development processes
• Recruitment processes conducted in accordance with regulations of:

o Ministry of Higher Education and Scientific Research o University of Baghdad o Ministry of Finance (financial allocations and staffing structures)

4. Definitions

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

Non-Academic (Professional) Staff Staff responsible for administrative, financial, technical, technical, information technology, laboratory, and student support services.

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

Merit Demonstrated scientific, educational, clinical, and professional competence consistent 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 based on merit, competence, integrity, and institutional fit.
• Ensuring equal opportunity, transparency, and consistency in employment decisions.
• Promoting diversity, inclusion, and gender balance:

The College recognizes that diversity within its academic workforce —across gender, ethnicity, religion, language, and socio -cultural factors —is essential to fulfilling its mission of training socially accountable physicians and serving a diverse community.

Recruitment and selection processes actively promote diversity, equity, and inclusion while respecting national regulations and ethical standards.

• Maintaining appropriate balance between:

o Medical and non -medical staff o Full-time and part -time staff o Academic and professional staff

• Aligning recruitment with national priorities, community needs, and accreditation

standards.

• Ensuring financial sustainability in recruitment decisions:

o Salaries are determined according to the Ministry of Higher Education salary scale. Additional incentives may be offered for high -demand specialties or outstanding candidates.

o Incentives must be transparent, merit -based, and aligned with the College’s mission, encouraging behaviors that enhance educational quality, research impact, and community service.

• Ensuring all academic staff possess adequate knowledge of the integrated medical

curriculum, including content, teaching methods, and interdisciplinary integration points, to promote collaborative teaching and curricular coherence. This is implemented thro ugh:

o New staff: Completion of a “Curriculum Overview Workshop” within the first three months.

o Annual updates: Attendance at at least one interdisciplinary curricular session annually.

o All staff receive:

1. Curriculum map (digital and printed).

2. Access to the course syllabus repository.

3. Assessment templates across academic years.

6. Roles and Responsibilities

6.1 Dean of the College

• Approving recruitment committees and final appointments.
• Ensuring compliance with regulations of the Ministry of Higher Education and the

University of Baghdad.

6.2 Recruitment/Selection Committee

• Composed of the Head of Department and at least two experienced members.
• Conducting interviews and evaluating qualifications and teaching presentations.
• Documenting and justifying selection decisions.

6.3 Recruitment Officers

• Ensuring recruitment procedures comply with this policy.
• Maintaining documentation and transparency.

6.4 Academic Departments

• Identifying staffing needs based on curriculum requirements, teaching load, and

accreditation standards.

• Monitoring staff performance and development.

7. Procedures and Guidelines

7.1 Recruitment and Selection Process

• Open, fair, and transparent job announcements.
• Objective evaluation based on qualifications, experience, and performance.
• Delivery of a teaching lecture and/or clinical presentation.
• Verification of original academic and professional documents.

7.2 Academic Rank Criteria

Assistant Lecturer

• Master’s degree or equivalent.
• Teaching -focused appointment.

Lecturer

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

Assistant Professor

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

Professor

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

7.3 Invited Staff and Professional Equivalents

• Minimum of a master’s degree or equivalent.
• Invited clinical staff: minimum of 5 years of clinical experience.
• Mandatory medical education training every two years.
• Professional equivalency: Bachelor’s/Diploma degree with at least 5 years of recent

professional experience.

7.4 Workforce Balance and Planning

• Maintaining:

o 60–70% full -time faculty o 30–40% part -time faculty

• Core courses and leadership roles to be delivered by full -time staff.
• Strategic use of part -time physicians and retired experts.
• Balanced ratio of academic to non -academic staff:

o 30–40% academic / 60 –70% non -academic

• Balanced ratio of medical to non -medical staff:

o 60–75% medical / 25 –40% non -medical

7.5 Job Descriptions and Monitoring

Academic Staff in Biomedical Sciences Provide foundational biomedical knowledge and skills supporting clinical medicine, using modern teaching strategies and promoting integration with clinical sciences.

Key Responsibilities:

• Teaching assigned biomedical courses.
• Developing course materials and assessment tools.
• Participating in integrated, system -based curricula.
• Conducting and publishing biomedical research.
• Supervising student research projects.
• Participating in curriculum development and quality assurance.

Academic Staff in Behavioral and Social Sciences Prepare medical students with behavioral, ethical, social, and communication skills necessary for effective, patient -centered, and community -oriented medical practice.

Key Responsibilities:

• Teaching ethics, communication, public health, and professionalism.
• Integrating behavioral sciences into clinical education.
• Supervising community -based learning activities.
• Assessing professionalism and communication skills.
• Conducting research in education and public health.

Academic Staff in Clinical Sciences Train medical students and residents in clinical knowledge, skills, and professional behaviors through evidence -based, patient -centered medical practice.

Key Responsibilities:

• Delivering bedside, outpatient, and procedural clinical teaching.
• Providing safe and ethical medical care.
• Assessing clinical competence and professional behavior.
• Conducting clinical research and reviews.
• Participating in academic and hospital committees.

7.6 Merit Evaluation

Scientific Merit

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

Educational Merit

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

Clinical Merit

• Quality of healthcare delivery, 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 teaching, whether trainees or trainers, must participate in

structured and regular training programs to ensure educational excellence and maintain accreditation standards.

• Weighted promotion criteria covering:

o Teaching o Research o Service (clinical/community)

• Allocation of protected time for research and clinical education.
• Integration of research and service into the educational process.

7.8 Quality Development Standards

• Appropriate staff -to-student ratios:

o 1:100 –120 in lectures o 1:15–25 in small -group teaching o 1:15–20 in laboratory skills training o 1:10–15 in bedside clinical teaching

• Periodic analysis of workload.
• Alignment with World Federation for Medical Education (WFME) and international

standards.

• Annual performance evaluation using standardized tools.
• Staff involvement in committees and institutional governance.

8. Monitoring, Evaluation, and Review

• Annual review of recruitment outcomes.
• Monitoring employment ratios, workload, and performance.
• Utilizing feedback from students, peers, and accreditation reports.
• Formal policy review in line with regulations of the Ministry of Higher Education and

the University of Baghdad.

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.

This policy remains in force until formally amended or replaced.

1. Title

Research Policy Al-Kindy College of Medicine (KMC)

2. Purpose

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

This policy guides the planning, conduct, 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 academic staff, senior members, and researchers.
• Undergraduate and postgraduate students involved in research.
• Administrative and financial staff supporting research activities. Research Policy

KMC6 -02 No. of edi tion: 1st Issuing date: 1/11/202 1 Issued by:

Prof. Dr. Huda Adnan Habib Prof. Dr. Suzan Amana Rattan Prof Dr. galawish A. Abdullah Revised by:

Prof. Taghreed K. Alhaidari Date of Update: Date of Update:

2nd 1/11/2023 3rd 1/11/ 2025 The policy is approved by: - Strategic plan and policies committee

• The college council
• All research conducted under the auspices of Al -Kindy College of Medicine, whether individual or

collaborative, internal or external.

• All stages of the research cycle, including proposal development, ethical approval, implementation,

dissemination, funding management, and reporting.

4. Definitions

Research:

A systematic, critical, and disciplined inquiry aimed at generating new knowledge, clarifying existing knowledge, or solving defined problems using appropriate scientific methodologies, supported by ethical, administrative, and infrastructural systems.

Principal Investigator (PI):

The lead researcher is responsible for the overall design, conduct, ethical compliance, monitoring, and reporting of a research project.

Human Subjects Research:

Any research involving living individuals through interaction, intervention, or access to identifiable private information, requires prior ethical approval.

Research Ethics Committee (REC) / Institutional Review Board (IRB):

The officially constituted body responsible for ethical review, approval, monitoring, and oversight of research involving human participants.

Collaborative Research:

Research conducted jointly by investigators from multiple departments or institutions based on defined agreements regarding roles, data sharing, authorship, and intellectual property.

Research Misconduct:

Fabrication, falsification, plagiarism, unethical authorship, data mismanagement, conflicts of interest, or violations of ethical standards.

5. Policy Statement

Al-Kindy College of Medicine recognizes research as a cornerstone of academic excellence, innovation, and societal development.

The College is committed to:

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

6. Roles and Responsibilities

A. Dean

• Provides strategic leadership and oversight of research activities
• Ensures alignment with institutional mission and priorities

B. Assistant Dean for Scientific Affairs

• Oversees academic quality of research
• Supports integration of research into teaching and curriculum

C. Research Policy Management and Coordination Committee

• Coordinates, monitors, and evaluates all research activities
• Ensures ethical compliance and quality assurance
• Facilitates collaboration, capacity building, and innovation

D. Research Coordinator

• Acts as the central coordination point for research projects
• Tracks research progress, compliance, and reporting

E. Principal Investigators

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

F. Accountant / Financial Office

• Oversees allocation and use of research funds
• Ensures compliance with institutional and funding regulations

7. Procedures and Guidelines

7.1 Research Environment and Institutional Support

• Provision of administrative, technical, and academic support.
• Development of laboratories and research infrastructure meeting international standards.
• Establishment of specialized research centers in priority medical and health fields.

7.2 Integration of Research into Education and Service

• Research is systematically integrated into teaching, clinical training, and community

service.

• Curriculum content reflects locally generated and nationally relevant research evidence.
• Research findings inform clinical decision -making, public health strategies, and service

delivery.

7.3 Research Ethics and Compliance

• All research must comply with national and international ethical standards.
• REC/IRB approval is mandatory for human or animal research.
• Informed consent, confidentiality, and data protection are compulsory.
• Research misconduct is investigated and sanctioned.
• Ethical training and resources are provided to researchers

7.4 Research Output and Dissemination

• Publication in peer -reviewed journals indexed in Scopus or Web of Science.
• Presentation at national and international conferences.
• Application of research findings to education, healthcare, and policy.

7.5 Research Skills Development

• Mandatory participation in at least one research -related training or conference annually.
• Submission of activity reports to the Research Office.
• Mentorship programs to support skill transfer and innovation.

7.6 Performance Metrics

Research performance is evaluated using:

• Publications per faculty member.
• Research grants and external funding.
• Number of trained researchers.
• National and international collaboration.
• Contribution to health policy and guidelines.
• Academic promotion linked to research output.

7.7 Monitoring, Evaluation, and Quality Assurance

• Continuous monitoring using defined KPIs.
• Annual research performance reports.
• Integration of feedback into quality improvement.
• Formal policy reviews every two years.

8. Review and Revision

This Research Policy shall be reviewed at least every two years to ensure alignment with institutional priorities, national regulations, and international best practices.

9. Approval and Effective Date

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

It remains valid until formally revised or replaced.

Educational Physical Resources Policy KMC 7-01 No. of edi tion: 1st Issuing date: 1/11/2019 Issued by:

Prof. Mohammed Jalal Hussein Prof. Jameelah Ghadhban Oudah Prof. Suzan Amana Rattan Revised by:

Prof. Lujain Anw ar Issued No.: Date of updating 2nd 1/12/2022 3rd 1/11/2025 The policy is approved by: - Strategic plan and policies committee

• The 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 to guide the planning, development, allocation, utilization, renovation, expansion, and management of educational physical resources at Al-Kindy College of Medicine.

The policy aims to promote effective stewardship of physical resources in response to the increasing number of enrolled students under the national central acceptance policy, and to ensure alignment with the Integrated Medical Education Program adopted by the College, accreditation requirements, and institutional strategic objectives.

3. Scope

This policy applies to:

• All physical and educational resources owned, leased, or utilized by Al-Kindy

College of Medicine

• All academic, administrative, service, and support units
• All faculty members, staff, students, and affiliated personnel

The policy covers buildings, lecture halls, laboratories, administrative offices, information technology (IT) infrastructure, examination facilities, sports facilities, student facilities, and campus infrastructure.

4. Definitions

Allocate The distribution of physical resources to departments, centers, or units for approved use.

Physical Resources Includes land (owned or leased), buildings, grounds, roadways, parking areas, furnishings, equipment, vehicles, athletic spaces, and other educational assets.

Information Technology Resources Includes hardware, software, communication systems, cameras, internet services, optical cables, and electronic learning platforms.

Utilization The effective and responsible use and management of allocated physical resources.

5. Policy Statement

Al-Kindy College of Medicine affirms that all physical resources are institutional assets owned by the College and managed to support its mission, mandate, and strategic objectives.

The College commits to:

o Allocating physical resources to centers, departments, and personnel for approved educational and administrative use.

o Reallocating resources when required to meet changing priorities and student numbers.

o Managing all resources in compliance with college policies and applicable legislation.

o Optimizing the utilization of physical resources across all units.

6. Roles and Responsibilities

College Council

• Approves strategic plans related to physical resource development.
• Oversees alignment with institutional goals.

Dean of the College

• Provides direct supervision of physical resources planning and auditing.
• Ensures policy implementation

Assistant Dean for Administrative Affairs / Facilities Management (FM)

• Manage allocation, renovation, maintenance, and auditing of physical resources.
• Coordinates upgrades and renewals.

Information Technology Unit

• Maintains computers, camera systems, networks, and digital infrastructure.
• Monitors internet services and classroom technology.

Departments and Centers

• Optimize allocated resources.
• Report needs and deficiencies through formal channels.

7. Procedures / Guidelines

7.1 Strategic Plan for Physical Resources

The College adopts the following strategic plan to address current and future needs:

• Renovation of existing physical resources.
• Construction of new facilities.
• Utilization of educational fund financial resources.
• Improvement of information technology services.
• Audits of upgrades and renewals.

7.2 Renovation of Existing Physical Resources

The College may reallocate and renovate existing facilities as necessary.

The following table constitutes an essential operational component of this policy and should be implemented accordingly:

No. Current Resources Recommended Renovation 1 Administrative room – Consultatory Building / Obesity Unit Lecture Hall (11) 2 Administrative room – Consultatory Building / Obesity Unit / First Lab Computer Lab (2) 3 Carpeted ground and stairs – Basic Sciences Building Renovation with new materials and carpet removal 4 Sports and athletes’ area and halls Renovation of sports areas and halls 5 Carpeted ground and stairs – Clinical Departments Building Renovation with new materials and carpet removal 6 Staff and administrative offices New furniture and electrical equipment 7 Absence of safety exits – Basic Sciences Building Renovation of safety exits (biochemistry lab, corridors, first floor) 8 Entrance doors of college buildings Renovation of entrance doors 9 Carpeted ground and stairs – Administrative Building Renovation with new materials and carpet removal 10 Small group teaching hall (5) Conversion into electronic examination hall 11 Examination Committee Hall Partial renovation for electronic assessment 12 Computer Lab (1) Renovation and maintenance 13 Inactive student club Renovation and reopening 14 Lecture halls physical resources Renovation and maintenance of furniture, electrical and IT equipment

7.3 Building New Facilities

To accommodate increasing student numbers, the College shall:

1. Establish a plan to construct a four-floor building in the northeast area of the campus

for teaching halls and laboratories.

2. Establish a plan to add a second floor to the Consultatory Building above halls (8 and

9).

7.4 Financial Resources of the Educational Fund

The College relies on the Educational Fund as a primary financial source for:

• Construction projects
• Renovations and upgrades
• Procurement of educational equipment

Recommendation:

Provision of electronic assessment devices for the Examination Committee.

7.5 Improving Information Technology Services

Current status:

• Wireless networks exist in the library and workplace areas.
• Classrooms lack full network coverage.

The IT Unit is responsible for:

• Maintenance of computers and camera systems.
• Internet service availability and monitoring.
• Audio and lighting systems in classrooms.
• Optical cable systems
• Electronic access to curricula and learning materials.

Recommendations:

• Establish a dedicated wireless network for the College.
• Extend network coverage to all classrooms.
• Establish an intranet connecting the College with clinical teaching institutions.

8. Compliance and Enforcement

• Compliance with this policy is mandatory.
• Unauthorized renovations or modifications are prohibited.
• Violations shall be addressed through administrative and governance mechanisms.

9. Exceptions

• Exceptions require formal written approval.
• Must be documented and justified.
• Should not compromise safety, quality, or accreditation standards.

10. Review and Revision

This policy shall be periodically reviewed to ensure alignment with:

• WFME Area 7 standards.
• National regulations.
• Institutional strategic plans.

Revisions should follow formal approval procedures.

11. Approval and Effective Date

Approved by:

• Strategic Plan and Policies Committee
• College Council – Al-Kindy College of Medicine

nd2 1/12/ 2023 3rd 1/2/ 2025 ⸻

Information technology Policy KMC7 -02 No. of edition: 1st Issuing date: 1/11/2019 Issued by:

Asst. Prof. Dr. Mohannad Mundher AbdulGhani Assist. Lecturer Mustafa Sabeeh Abood Mrs. Noor Faris Abdul -Kareem Revised by:

• Assigned faculty and I T unit
• Head of medical education unite
• Faculty and IT member
• IT unit member

Applied for Information Technology Unit Scope of work: Al Kindy College of Medicine Issues No. Date of update 2nd 1/12/2022 3rd 1/12/2025 The policy is approved by: - Strategic plan and policies committee

• The college council

1.Title

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

2. Purpose

The purpose of this policy is to define the fundamental IT services, resources, and solutions that the Information Technology Services (ITS) Department provides to Al -Kindy College of Medicine in support of the College’s strategy, academic mission, and adm inistrative mandates.

This policy ensures the effective, secure, and appropriate selection and use of information technology across the College.

3. Scope

This policy applies to all employees of Al -Kindy College of Medicine , including faculty members, administrative staff, consultants, and any authorized users of the College’s IT resources.

All users are required to comply with the policies and procedures outlined in this manual.

4. Definitions

4.1 Physical Resources

Include, but are not limited to:

• Computing devices and accessories (e.g., laptops, desktops, tablets).
• Telecommunication devices (IP phones, mobile phones provided by the College).
• Approved communication platforms and institutional social media systems.

4.2 Network Access

Includes:

• Wired and wireless network access
• Internet connectivity
• Remote access to the internal College network

4.3 Access to IT Services

Access provided according to eligibility guidelines for each service, including:

• Electronic mail
• Enterprise Resource Planning (ERP) systems
• Learning Management Systems (e.g., Blackboard or equivalent platforms)

5. Policy Statement

Al-Kindy College of Medicine recognizes the critical role of information technology in supporting education, research, clinical training, and administration.

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 renewal and improvement of IT services

All users of College IT resources must comply with the Acceptable Use of IT Resources Policy and other related regulations.

6. Roles and Responsibilities

6.1 Information Technology Services Department (ITS)

• Provide and manage IT resources and services for students, faculty, and staff
• Maintain and publish an official IT services catalog
• Define service eligibility, access rights, support mechanisms, and service limits
• Manage electronic mail systems, file storage, and network services

6.2 Dean of Al -Kindy College of Medicine

• Provide direct oversight of IT governance and service monitoring
• Ensure alignment of IT services with institutional strategy

6.3 Assistant Dean for Administrative Affairs

• Supervise continuous auditing of IT services
• Support planning for system upgrades and renewal initiatives

6.4 College Employees and Authorized Users

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

7. Procedures and Guidelines

7.1 IT Resources

1. ITS shall provide IT resources as required to support academic, research, and

administrative functions.

2. A service catalog outlining eligibility, entitlements, support levels, and costs (if

applicable) shall be maintained and published.

3. All users must adhere to acceptable use guidelines.

7.2 Use of Social Media

Users of social media platforms shall not:

• Share confidential or internal College information
• Use personal accounts for official work -related communication
• Excessively use social media during working hours
• Represent the College on any social media platform without formal authorization

7.3 Electronic Mail

1. ITS is responsible for the deployment and management of email services.

2. Email services are provided exclusively for College -related business.

3. Email access shall be terminated upon the end of employment or affiliation.

4. Email addresses shall follow a standardized institutional format.

5. External users (e.g., consultants, researchers) may be granted temporary access when

justified.

7.4 Central File Storage

1. ITS manages centralized file storage for departments and authorized users.

2. Departments may request shared folders to serve as document repositories.

3. Each shared folder must have an assigned departmental owner responsible for:

o Acting as the main liaison with ITS o Authorizing user access o Managing access privileges when permitted

4. Storage capacity is allocated based on operational needs and system capacity.

7.5 IT Procurement and Contract Management

IT procurement and contract management shall adhere to the following principles:

• Value for money
• Open and fair competition
• Accountability
• Risk management
• Transparency and probity

A designated committee (Dean, Department Head, ITS, Human Resources, and Accounts Division) shall oversee IT contracts and procurement processes in coordination with relevant College policies.

7.6 Monitoring and Auditing of IT Services

• Continuous auditing of IT services shall be conducted under the supervision of the

Dean and the Assistant Dean for Administrative Affairs.

• Monitoring shall consider system performance, security, renewal needs, and

institutional growth requirements.

8. Review and Revision

• This policy shall be reviewed periodically to ensure relevance, compliance, and

alignment with technological advancements and institutional strategy.

• Feedback, suggestions, and recommendations from staff are encouraged and will be

considered during revisions.

9. Approval and Effective Date

Approved by: Al-Kindy College of Medicine Council

10.Recommendations for Future Development

• Establish a dedicated wireless network covering all College facilities
• Expand network coverage to include all classrooms
• Develop an intranet linking the College with affiliated clinical teaching institutions to

enhance clinical training and academic collaboration No. of edition: 1st Issuing date: 1/11/2019

Policy of Educational Expertise Participation in Development of Teaching and Assessment methods KMC7 -03 No. of edi tion: 1st Issuing date: 1/12/2022 Produced by:

Prof. Dr. Yousif Abdul Raheem Abdul Gafoor Prof.Dr. Samar Dawood Sarsam Revised by: Polices committee Applied to the college expertise Scope of Work: Al Kindy College of Medicine Issue No. Date of Update 2nd 1/12/202 5 The policy is approved by: - Strategic plan and policies committee

• The college council

1. Title

This policy is titled Educational Expertise Participation in Development of Teaching and Assessment methods of Al -Kindy College of Medicine

2. Background

Educational expertise at Al -Kindy College of Medicine addresses the processes, practices, and challenges of medical education, including teaching, assessment, curriculum development, and educational research. Such expertise may be provided by qualified med ical doctors, educational psychologists, sociologists, and experienced faculty members, either through an internal education development unit or through collaboration with national and international institutions. Research in medical education supports theo retical, practical, and social aspects of academic development.

3. Purpose

The purpose of this policy is to establish standards for the participation of educational experts in program development at Al -Kindy College of Medicine, particularly in teaching and assessment methods. The policy also aims to support faculty members in im proving teaching effectiveness, student assessment practices, and research evaluation skills in accordance with national and international medical education standards.

4. Scope

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

5. Definitions

For the purposes of this policy, an educational expert is an individual with specialized qualifications, training, and experience in education or medical education. Student assessment refers to structured methods used to evaluate student performance in relation to defined learning outcomes in order to enhance teaching effectiveness and academic quality.

6. Policy Statement

Al-Kindy College of Medicine is committed to engaging qualified educational experts to enhance the quality of teaching, assessment, and research. Educational experts must meet defined academic and professional criteria and shall participate in accordance w ith 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. The college administration is responsible for selecting qualified experts, ensuring compliance wi th regulations, facilitating contractual arrangements, and monitoring the effectiveness of expert participation.

8. Procedures and Guidelines

Educational experts may be national or international and may participate as full -time or part - time contributors, workshop facilitators, external examiners, or members of research discussion committees. Experts from governmental ministries, international or ganizations, private sectors, or retired professionals are accepted if eligibility criteria are met. Financial support shall be provided through formal contracts and managed by the college accounting division in accordance with Higher Education Fund regulations.

9. Review, Approval, and Effective Date

This policy shall be reviewed periodically to ensure alignment with the mission of Al -Kindy College of Medicine and evolving standards in medical education. The policy became effective upon approval by the authorized college council and remains valid until officially revised or replaced.

Policy for National or International Collaboration with other Educational Institutes, Including Staff and Students Mobility KMC6 -04 No. of edi tion: 1st Issuing date: 1 /11/2023 Prof. Dr. Lujain Anwar Abood Prof. Dr. Suzan Amana Rattan Issued by: assigned faculty members Applied for Staff & Students who are eligible for exchange Scope of Work: Al Kindy College of Medicine Issuing No. Date of update 2nd 1/11/2025 The policy is approved by: - Strategic plan and policies committee

• The college council

1. Title

National and International Cooperation and Academic Mobility Policy / Al-Kindy College of Medicine.

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.

The policy aims to enhance educational quality, research capacity, and professional development through organized academic mobility while ensuring transparency, equity, and alignment with institutional goals and 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 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 the country.

➢ Eligible Participant :

A student or faculty member meeting the academic, professional, and administrative requirements for mobility participation.

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 shall be conducted through transparent, merit -based processes that ensure equal opportunity, academic relevance, and institutional benefit, without disrupting educational continuity or academic standards.

6. Roles and Responsibilities

College Council

• Approves cooperation and mobility frameworks.
• Ensures alignment with institutional strategy.

Dean of the College

• Oversees implementation of this policy.
• Approves major mobility and cooperation initiatives.

Academic Affairs Unit

• Coordinates mobility programs.
• Ensures academic relevance and continuity.

Quality Assurance Unit

• Evaluates the impact of mobility on educational outcomes.
• Ensures compliance with accreditation standards.

Participants (Students / Faculty)

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

7. Procedures / Guidelines

• Mobility opportunities shall be announced transparently.
• Selection shall be based on merit, academic performance, and relevance .
• Mobility activities require prior institutional approval.
• Participants must submit reports documenting outcomes and benefits.
• Mobility shall not compromise academic progression or teaching responsibilities.

8. Compliance and Enforcement

• 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 shall be reviewed periodically to ensure alignment with:

• WFME standards related to governance, cooperation, and academic mobility.
• Institutional development and strategic objectives.

Revisions shall be approved through formal governance procedures .

11. Approval and Effective Date

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

Policy of Ethics for Scientific and Cultural Exchange with Foreign Institutes KMC7 -05 No. of edi tion: 1st Issuing date: 9/12/2025 Produced by:

Prof. Lujain Anwar Abood Prof. Suzan Amana Rattan Revised by: Polices committee Applied to: Al Kindy College staff & students who involve in the exchange Scope of work: Al Mindy College of Medicine Issue No. Date of update The policy is approved by: - Strategic plan and policies committee

• The 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 Al-Kindy College of Medicine and national or international academic and research institutions.

The policy aims to ensure that all exchange activities are conducted in accordance with principles of academic integrity, mutual respect, transparency, and compliance with national regulations and international standards, while safeguarding institutional reputation, academic values, and 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 involved 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 Al-Kindy College of Medicine and external institutions.

Partner Institution Any national or international academic, research, or professional organization engaged in exchange activities with the college.

Ethical Conduct:

Adherence to principles of 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 a core component of academic development and global engagement.

All exchange activities shall 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 autonomy, or academic credibility.

6. Roles and Responsibilities

College Council

• Approves institutional frameworks governing ethical exchange
• Oversees compliance with ethical and regulatory standards

Dean of the College

• Ensures implementation of this policy
• Represents the college in approving major exchange agreements

Scientific Affairs / Research Unit

• Coordinates exchange initiatives
• Reviews proposals for ethical and academic compliance

Quality Assurance Unit

• Monitors the effectiveness and impact of exchange activities
• Ensures alignment with accreditation standards

Participants (Faculty / Students)

• Adhere to ethical, academic, and institutional regulations
• Represent the college professionally and responsibly

7. Procedures / 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 shall comply with institutional regulations and host-institution policies.
• Outcomes of exchange activities shall be documented and evaluated.

8. Compliance and Enforcement

• Compliance with this policy is mandatory for all exchange activities.
• Violations may result in suspension or termination of exchange participation.
• Non-compliance shall 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 shall not undermine ethical principles or

institutional standards.

10. Review and Revision

This policy shall be reviewed periodically to ensure alignment with:

• WFME standards related to governance, ethics, and international collaboration,
• National regulations and institutional strategic objectives.
• Revisions shall follow formal institutional approval procedures.

11. Approval and Effective Date

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

Quality Assurance Program Policy KMC8 -01 Date of issue: 1/11/2019 First edition Prepared by :

Prof . Suzan Amana Rattan Asst. Prof. Assyl Sameer Revised by: Governance Structure Committee Applied to academic leadership Scope of work:

Issued No.: Date of Update:

2nd Edition 1/11/2023 3rd Edition 1/11/2025 The policy is approved by: -Strategic plan and policies committee

• The college council

1. Title

Quality Assurance Program Policy

2. Purpose

To establish a formal, systematic, and continuous Quality Assurance (QA) Program at Al- Kindy College of Medicine, 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, staff, and students
• Quality Assurance Unit and College leadership

Covers curriculum, teaching, assessment, faculty development, and institutional processes .

4. Definitions

• Quality Assurance (QA): Systematic process to monitor, evaluate, and

improve educational programs and institutional processes.

• Continuous Improvement: Ongoing efforts to enhance program quality,

outcomes, and institutional effectiveness.

• Stakeholders: Individuals or groups involved in or affected by educational

processes (students, faculty, administrators, external partners).

5. Policy Statement

• The College maintains a formal QA Program covering all academic and

administrative processes.

• QA ensures compliance with WFME standards, national regulations, and

institutional strategic objectives.

• QA outcomes inform decision -making, planning, and continuous

improvement.

• QA is supported with adequate financial, physical, and IT resources.

6. Roles and Responsibilities

Dean:

• Provides leadership and oversight for the QA Program.
• Ensure allocation of resources for QA activities.

Vice Dean for Academic Affairs:

• Supervises QA implementation in curriculum, assessment, and student affairs.
• Monitors improvement plans and program evaluations.

Heads of Departments / Directors of Units:

• Implement QA procedures in their departments.
• Collect, analyze, and report QA data to Vice Dean and QA Unit.

Quality Assurance Unit (QAU):

• Develops QA standards, procedures, and tools.
• conducts audits, program evaluations, and stakeholder surveys.
• Reports on findings and recommendations to the Dean and College Council.

7. QA Processes and Procedures

✓ Annual program evaluation covering curriculum, teaching, assessment, and learning outcomes.

✓ Regular collection of stakeholder feedback (students, faculty, alumni).

✓ Use of measurable indicators for performance assessment.

✓ Documentation of findings and action plans for improvement.

✓ Approval of improvement plans by College Council.

8. Reporting and Documentation

• QA Unit produces annual QA reports submitted to the Dean and College Council.
• Reports include recommendations, corrective actions, and monitoring outcomes.
• Reports are shared with departments to ensure transparency and accountability.

9. Auditing and Review

• Internal audits conducted periodically by QA Unit.
• External audits or peer reviews conducted as required by accreditation bodies.
• Findings guide the revision of policies, curricula, and academic practices.

10. Professional Development and Training

• Faculty and staff participate in QA-related training programs.
• QA activities are integrated into professional development plans.
• Participation is documented and considered in performance evaluations.

11. Review, Approval, and Effective Date

• Policy reviewed every 3 years or as required by College Council.
• Revisions require formal approval by College Council.
• Approved by: Strategic Plan and Policies Committee and College Council – Al-Kindy

College of Medicine.

nd2 1/11/ 2022 rd3 1 /11/ 2025 ⸻

Committee Governance, Authority, and Operations Policy KMC8 -02 Date of issue: 1/12/2023 First edition Prepared by :

Prof Dr. Suzan Amana Rattan Asst. Prof. Assyl Sam eer Revised by:

Polices committee Applied to Decision makers Scope of work:

Issue No. Date of Update:

2nd 1/12/2023 The policy is approved by: - Strategic plan and policies committee

• The college council

1. Title

Committee Governance, Authority, and Operations Policy for Al Kindy College of Medicine.

2. Purpose

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

3. Scope

This policy applies to all standing, ad hoc, academic, administrative, and advisory committees operating within the College of Medicine, including committees formed at departments and units within the college. It governs committee members, chairs, secretar ies, 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.
• Ad Hoc Committee : A temporary committee formed for a specific task or time -limited

purpose.

• Committee Chair : The individual responsible for leading committee activities and

ensuring compliance with approved mandates.

• Authority : The delegated power granted to committees by the College Council or Dean

to perform defined functions.

5. Policy Statement

The Colleg e is committed to establishing committees through clear governance mechanisms that define authority, membership, responsibilities, and accountability. All committees shall operate within approved mandates, follow institutional regulations, contribute to cont inuous quality improvement, effective governance, and stakeholder participation.

6. Objectives

• To standardize the formation and governance of committees across the College.
• To define clear authority, roles, and responsibilities for committee members.
• To promote transparency, accountability, and participatory decision -making.
• To support academic quality assurance and administrative effectiveness.
• To ensure alignment between committee work and institutional strategic objectives.

7. General Principle

Committees shall be established only with formal approval from the College Council.

Membership shall reflect expertise, relevance, and fairness.

Committee authority shall be clearly defined and limited to approved mandates.

Decisions shall be documented, justified, and communicated transparently.

Committee work shall comply with University of Baghdad laws and regulations.

7.1 Principles for Selection of Committee Members

The selection of committee members shall be guided by the following principles to ensure effective governance and institutional effectiveness:

• Competence and Expertise : Members shall be selected based on relevant academic,

administrative, or professional expertise aligned with the committee’s mandate.

• Role Relevance : Membership shall correspond to the functional scope of the

committee to support informed decision -making.

• Fair Representation : Committees shall, where appropriate, include balanced

representation from relevant departments and academic or administrative units.

• Integrity and Professional Conduct : Members shall demonstrate ethical behavior,

objectivity, and adherence to institutional values and conflict -of-interest regulations.

• Accountability and Commitment : Members are expected to actively participate,

contribute to assigned tasks, and comply with reporting and documentation requirements.

• Transparency of Appointment : Appointments shall be formally approved by the

College Council or authorized leadership, with clearly defined terms of reference and duration.

• Alignment with Institutional Priorities : Committee composition shall support the

College’s mission, strategic objectives, quality assurance processes, and accreditation requirements under Area 8.

7.2 Student Representation on Committees

Student representation in college committees shall be guided by the following principles, in alignment with institutional governance standards and the approved Student Representation Policy:

• Purposeful Inclusion : Student members shall be included in 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 shall be clearly defined in accordance with committee mandates.

• Policy -Based Selection : Student representatives shall be selected or nominated in

compliance with the College’s approved Student Representation Policy to ensure legitimacy and transparency.

• Balanced Participation : Student participation shall contribute to committee

deliberations without compromising academic authority, confidentiality, or restricted decision -making processes.

• Preparation and Support : Student representatives shall receive appropriate

orientation regarding committee objectives, governance processes, and confidentiality obligations.

• Ethical Conduct and Confidentiality : Student members shall adhere to institutional

codes of conduct and confidentiality requirements applicable to committee work.

8. Procedures

Committees are proposed by the Dean, departments, or the College Council based on institutional needs.

Membership, chairperson, mandate, and duration shall be specified at the time of committee formation.

Committees shall meet regularly according to their approved schedule.

Meeting minutes and recommendations shall be documented and submitted to the relevant authority.

Ad hoc committees shall be dissolved upon completion of assigned tasks.

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 task completion, and submits reports.
• Members : Actively contribute expertise and uphold institutional standards.
• Quality Assurance Unit : Monitors documentation, compliance, and committee

effectiveness.

10. Monitoring and Compliance

Committee’s performance and adherence to this policy shall be monitored through periodic reports, documentation review, and evaluation by the College Council and Quality Assurance Unit. Non -compliance may result in restructuring or dissolution of the commi ttee.

11. Review and Update

This policy sh ould be reviewed periodically by the Policy Committee and Quality Assurance Unit to ensure continued relevance, effectiveness, and compliance with university regulations and accreditation standards. Any amendments shall require formal approval by the College Council.

1.Title

Academic Leadership Roles, Authority, and Performance Evaluation Policy / Al-Kindy College of Medicine

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, high -quality educational progra m implementation, 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/Assistant Deans

Academic Leadership Roles, Authority, and Performance Evaluation Policy KMC 8-03 Date of issue: 1/11/2019 First edition Prepared by :

Prof Dr. Suzan Amana Rattan Prof Dr. Galawish A Abdullah Revised by: Polices committee Applied to Academic Leadership Scope of work:

Date of Update: Issue No.:

1/11/ 2023 2nd edition The policy is approved by: - -Strategic plan and policies committee

• The college council
• Heads of Academic Departments
• Directors of Academic Units
• Chairs of curriculum and educational committees

4. Definitions

Academic Leadership:

Individuals hold 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 goals and accreditation standards
• Promotes continuous quality improvement and professional development

6. Roles and Responsibilities

6.1 Dean

• Serves as the chief academic and executive officer of the College.
• Provides strategic leadership and ensures implementation of the College mission and

strategic plan.

• Oversees academic programs, administrative operations, financial management, and human

resources.

• Leads quality assurance and accreditation processes.
• Represents the College before university authorities, regulatory bodies, and health sector

partners.

• Supervises Vice Deans, Department Heads, and Unit Directors.
• Submits periodic academic and administrative performance reports.

6.2 Vice Dean for Scientific Affairs and Graduate Studies

• Oversees curriculum development and alignment with learning outcomes.
• Supervises student academic affairs, advising, and assessment.
• Coordinates clinical training with affiliated hospitals.
• Leads research planning and research performance monitoring.
• Oversees academic quality assurance documentation.
• Implements corrective actions based on academic performance reports.

6.3 Vice Dean for Administrative Affairs

• Oversees administrative, financial, and human resource functions.
• Supervises budget implementation, procurement, and facilities management.
• Ensures safe, supportive learning and working environments.
• Oversees support services and administrative quality processes.
• Coordinates administrative support for academic programs.

6.4 Heads of Academic Departments

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

7. Selection, Appointment, and Term of Office

• Academic leaders are appointed through structured nomination and evaluation processes.
• Appointments are based on academic qualifications, leadership competencies, and

institutional needs.

• Terms of appointment are defined by 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 evaluated periodically 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 outcomes inform reappointment decisions, leadership development, and

institutional improvement.

• Confidentiality and the right to feedback are ensured.

9. Professional Development, Review, and Policy Update

• The College provides continuous leadership development programs aligned with

institutional and accreditation needs.

• Leadership training participation is documented and considered in performance evaluation.
• This policy is reviewed periodically to ensure relevance and effectiveness.
• Amendments require formal approval by the College Council.

Academic Leadership Authority and Budget Policy KMC8 -04 Date of issue: 1/11/20 19 First Edition Prepared by :

Prof Dr. Suzan Amana Rattan Issued by: Governance Structure Committee Applied to academic leadership Scope of work:

Issued No. Date of Update:

2nd 1/11/2022 3rd 1/11/2025 The policy is approved by: - -Strategic plan and policies committee

• The college council

Title:

Academic Leadership Authority and Budget Policy Al-Kindy College of Medicine – University of Baghdad

2. Purpose

To define financial authority, responsibilities, and budget management for academic leaders at Al-Kindy College of Medicine, ensuring transparent, accountable, and effective use of financial resources to support academic programs and institutional goal

3. Scope

Applies to all academic leadership positions:

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

Covers all educational and administrative financial resources, including the College ’s Educational Fund, departmental budgets, and project funds.

4. Definitions

• Financial Authority: Formal power to approve expenditures, allocate funds, and

make budgetary decisions.

• Budget: Approved financial plan for academic and administrative activities.
• Accountability: Obligation to report, document, and justify all financial decisions.

5. Policy Statement

• Academic leaders have clearly defined financial authority and responsibilities.
• Budget allocations are linked to institutional priorities and academic programs.
• All financial decisions follow formal approval procedures.
• Transparent reporting and accountability are mandatory for all expenditures.

6. Roles and Responsibilities

Dean:

• Approves and allocates funds up to (50 million) IQD .
• Expenditures beyond this require College Council approval.
• Ensures compliance with regulations and accreditation standards.

Vice Deans:

• Approve departmental expenditures within allocated budgets.
• Coordinate with Dean for budget planning and reporting.

Heads of Departments / Unit Directors:

• Manage allocated budgets responsibly.
• Document expenditures and report to Vice Deans.

College Council:

• Approves the overall College budget.
• Oversees expenditures beyond Dean’s authority.
• Monitors accountability and compliance.

7. Budget Allocation Procedures

• Departmental and unit budget proposals are submitted through formal channels.
• Expenditures are approved according to defined authority limits.
• All transactions must be documented for auditing.
• Exceptions require written approval from Dean and/or College Council.

8. Financial Monitoring and Reporting

• Quarterly reporting to the College Council.
• Annual review of budget utilization and alignment with institutional goals.
• Corrective measures implemented if discrepancies are identified

9. Auditing and Compliance

• Quality Assurance Unit conducts audits of all financial activities.
• Audit reports are submitted to the College Council.
• Violations or misuse of funds are addressed through governance procedures.

10. Professional Development

• Academic leaders receive training in financial management, budgeting, and

accountability.

• Participation in training is documented and considered in leadership evaluation.

11. Review and Approval

• Policy reviewed every 3 years or as required by College Council.
• Revisions require formal approval by College Council.
• Approved by: Strategic Plan and Policies Committee and College Council.

⸻ ⸻

Student Representation Policy KMC8 -05 Date of issue: 1/12/2021 First edition Prepared by :

Prof . Suzan Amana Rattan Revised by: Polices committee Applied to students of the college Scope of work:

Issued No. Date of Update:

2nd 1/12/202 3 3rd 1/12/25 The policy is approved by: - Strategic plan and policies committee

• The college council

1. Title

Student Representation Policy / Al -Kindy College of Medicine

2. Purpose

This policy exists to formalize student participation in the governance and administrative structures of Al -Kindy College of Medicine, in accordance with accreditation standards that emphasize stakeholder involvement, transparency, accountability, and shar ed responsibility for educational quality.

The policy 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 enrolled at Al -Kindy College of Medicine
• All academic and administrative committees where student representation is designated
• Governance, quality assurance, and educational decision -making activities at the

college level.

The policy covers representation in councils, standing committees, ad -hoc committees, and consultative forums relevant 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 at the college.

• Stakeholder Participation

The structured involvement of individuals or groups affected by institutional decisions, including students, in governance and quality processes.

5. Policy Statement

Al-Kindy College of Medicine affirms that effective governance requires meaningful participation of students as key stakeholders in medical education. The college commits to ensuring that student representation is structured, supported, and integrated into governance mechanisms in a manner 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

• Approves student representation frameworks within governance structures.
• Ensures student participation aligns with institutional strategy and accreditation

requirements.

• Reviews reports related to student engagement in governance.

Dean of the College

• Ensures the effective implementation of this policy
• Promotes a governance culture that values stakeholder participation

Quality Assurance Unit

• Monitors the effectiveness of student participation as part of governance evaluation.
• Ensures student input contributes 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

• Coordinates selection or nomination of student representatives.
• Maintains 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 adhere to institutional regulations.

7. Procedures / Guidelines

• Student representatives shall be selected through transparent, documented, and fair

processes approved by the college.

• Representation shall be proportionate and appropriate to the scope and function of

each committee.

• Students may be represented in committees related to:

o Governance and planning o Quality assurance and program evaluation o Student affairs and learning environment o Curriculum development and review

• Student representatives shall receive orientation on governance roles, committee

functions, and ethical responsibilities.

• Participation shall be structured to allow student input without involvement in

confidential or individual assessment decisions.

8. Compliance and Enforcement

• 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 shall

be addressed through institutional governance and quality assurance mechanisms.

• Misuse of the student representative role may result in withdrawal of

representation following due process.

9. Exceptions

• Exceptions to student participation in specific committee discussions may be applied

when confidentiality, legal, or assessment -related matters are involved.

• All exceptions must be justified, documented, and approved by the College Council or

delegated authority.

• Exceptions shall not undermine the overall principle of student participation in

governance.

10. Review and Revision

This policy shall be reviewed periodically to ensure alignment with:

• WFME Area 8 standards on governance and administration.
• Institutional strategic objectives.
• Feedback from students, faculty, and governance bodies.

Revisions shall be approved through formal institutional procedures.

11. Approval and Effective Date

This policy is approved by the College 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 onward.

References

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in Medical Education. https://amee.org/amee -guides

4. Committee on Publication Ethics (COPE) Core Practices / https://publicationethics.org/core -

practices .

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Conduct, Reporting, Editing, and Publication of Scholarly Work https://www.icmje.org/recommendations/

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No. 134 of 2000.https://mohesr.gov.iq

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External Examining

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https://www.unesco.org/en/articles/guidance -generative -ai-education -and-research

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Quality Improvement in Medical Education.

15. WHO – Ethics and Governance of AI for Health /

https://www.who.int/publications/i/item/9789240029200