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2026-2027 EMPLOYEE HANDBOOK

A FOUNDATIONAL GUIDE TO WORKING AT ASD

Table of Contents Purpose and Use of this Handbook

Newsletters

1. Information and Resources for Employees

Annual School Calendars

ASD Email Accounts

Employee Directory

Institutional Email Signatures

Access to Confidential Information

Business Card

2. Employee Expectations

External Communications and Media Relations 27

3. Government Regulatory Body

Social Media Expectations

The Knowledge and Human Development Authority (KHDA)

4. Safeguarding at ASD

10 11

1 - Safeguarding and Risk Management 12

Professional Boundaries and Relationships with Students

ASD Employee Conduct Standards 14 Prohibited Conduct

Key Terms Related to Safeguarding and Risk Management 14 2 - Child Protection

Roles in Child Protection

Practices Related to Child Protection 16 Dealing with Abuse, Neglect and Misconduct

Types of Abuse

Responding to Concerns about Abuse, Neglect and Misconduct 17 Outcomes of Reports

External Reporting Timeframes and Requirements 17 External Agencies

Responding to Allegations against an ASD Employee 18

7. How ASD is Structured

28 29

Organizational Chart

ASD Board of Trustee

Leadership and Teams

Faculty and Staff Solutions Team (FASST)

8. General Information for Employees

ID Badges

Campus Map

Campus Access Guidelines and Times Caring for ASD Facilities

Campus Maintenance Requests

Safety and Security

Tobacco, Drug and Alcohol-Free Campus

Emergency Procedures

Health Office

Employee Private Spaces

Childcare: During the School Year

Food Services and Dining

Lost and Found

Mailboxes/Mail Delivery

National Anthem Etiquette

Expectations for Confidentiality

Whistleblower Guidelines

Parking for Employees

Parking for Visitors

Professional Attire

Receiving Gifts

Chaperoning Student Activities

School Issued Phones

3 - Safeguarding Considerations During Distance Learning

Identifying and Reporting Child Protection Concerns During School Closure 19 Safeguarding Students During Online Learning: Additional Expectations for ASD Employees 19 Synchronous Learning Sessions/1:1 Online Meetings with Students 20 5. Data, Privacy and Confidentiality 21

9. Getting Things Done at ASD

Requesting Time-off (Leaves)

Types of Leave

Requesting a Substitute

Central Purchasing Center

Employee Data Collection

Photocopying and Printing

Data Sharing and Confidentiality

Data Storage

Document Request from Human Resources

Employee Data Rights

Updating Personal Information

Use of Student Images and Data

6. Communication at ASD

ASD’s Branding Guidelines

Enrolling in the UAE’s Unemployment Insurance (Involuntary Loss of Employment - ILOE. 41 Enrolling Your Child at ASD

Renewing or Issuing a Residency Visa or Emirates ID 42 Scheduling Events 42 Photography Request 42 10. Recruitment and Hiring Equal Opportunity Employment The Recruitment Process Posting Vacancies Safe Hiring

43 44 44 44 44

11. E mployee Onboarding and Offboarding Onboarding Offboarding Exit Interviews

45 46 46 46

12. Employment Contracts Employee Groups Work Schedule Contract Periods Other Employment and Tutoring Ongoing Disclosure Obligations Contract Issuance, Renewals and Terminations Disciplinary Procedures Employee Grievance Procedure Employee Evaluation Process

47 48 48 48 49 49 50 50 51 52

13. C ompensation and Pay Structures Movement on the Salary Scale/Band Payroll

54 54

14. Benefits Benefits Overview

56 57

15. A dditional Opportunities for Employees Stipend Overview Posting Opportunities and the Selection Process Term Limits

59 60 60 60

16. Technology for Employees 61 Technology Provisioning & Ecosystem Technology Support 62 Data Privacy and Information Security Appropriate Technology Use 62 Right to Monitor 62 Responsibility for Lost, Stolen or Damaged Equipment 62 17. U npaid Student Internship Opportunities

18. R equests to Complete Student Teaching placement at ASD 64

Purpose and Use of this Handbook Welcome to the American School of Dubai! We’re so glad you’ve joined our community. At ASD, you’ll find a vibrant, supportive environment where educators and staff work together to make a difference in students’ lives. We are delighted that you have chosen to join our organization and hope that you will enjoy a long and successful career with us. This handbook serves as your foundational guide to working at ASD. Its primary purpose is to clearly outline your core employee rights, your professional responsibilities, and the essential workplace policies that keep our community safe and thriving. It also details our mutual commitments and obligations under UAE law and Knowledge and Human Development Authority (KHDA) regulations.

HOW TO USE THIS DOCUMENT ALONGSIDE CONNECT ASD ASD is a busy and fast-paced workplace. To keep this handbook streamlined and easy to navigate, we have moved our day-to-day operational procedures to our internal portal, Connect ASD. Note that Connect ASD is only accessible to those logged in with an ASD email address. Think of this handbook as the what and the why behind our policies, while Connect ASD is the how. Throughout this document, you will find quick links directing you to Connect ASD for step-by-step instructions, necessary forms, and department-specific information. We update this handbook as needed throughout the year, and any changes will be noted with a specific revision date. Please review this document carefully, and do not hesitate to reach out to your colleagues or HR if you have questions.

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Information and Resources for Employees

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EMPLOYEE DIRECTORY The Employee Directory is a useful tool where you can see all ASD employees. It includes a search feature that allows employees to easily look up a colleague (or division/department). We recommend bookmarking this resource and referring to it regularly.

ACCESS TO CONFIDENTIAL INFORMATION As part of our community, you’ll have access to confidential information about students, families, and school operations. Protecting this information is essential. It builds trust with families and keeps our community strong. Your confidentiality obligations come from three sources: your employment contract, this Handbook, and UAE law (including the Personal Data Protection Law and Wadeema’s Law). Please keep confidential information private during and after your time at ASD, unless you have written permission from the Superintendent’s Team (comprising the Superintendent, Associate Superintendent, and the Chief Financial Officer, together the ‘ST’) or disclosure is required by law.

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Employee Expectations

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ASD VALUES AND GUIDING PRINCIPLES

Push for Clarity

Act with Dignity

We are willing to respectfully challenge the status quo to create clarity and improve outcomes.

We demonstrate integrity and humility in every interaction.

Listen to Hear

We actively focus on both listening and truly hearing our colleagues' perspectives.

Advocate for All

We serve as advocates for the entire school community, not just our individual silos.

RES

We truly put students ﬁrst, ensuring student-centered decision-making drives our actions.

NSIBI PO

TY LI

Center the Student

We act as intentional learners who actively pursue growth and collaboration with colleagues.

SPEC RE

Have Grace

We allow space for mistakes and respond to challenges with patience and understanding.

Stay Hungry to Grow

TEGRIT

Prioritize People

We ensure that care and empathy inform how we work together.

LLEN CE

AS MP SI

At ASD, our values represent the heart of ASD, defining how we should act as Falcons. But it is our daily actions that bring them to life. The Guiding Principles associated with each ASD Value translate the foundational values into tangible expectations, providing a clear standard for how we support one another, serve our students, and work together to achieve excellence. All employees are expected to follow the ASD Values and Guiding Principles.

Show Up and Deliver

We prioritize following through, showing up, and doing the work required.

Own Your Impact

We recognize that our impact is more important than our intention, taking full accountability for the results of our actions.

ASD is committed to inclusive education in accordance with KHDA’s Inclusive Education Policy Framework and UAE Federal Law No. 29 of 2006 on the Rights of People of Determination (as amended by Federal Law No. 14 of 2009). These requirements impose distinct legal obligations on educational institutions beyond general Labor Law protections. All employees have a duty to: • support the identification, assessment, and referral of students who may have disabilities or special educational needs; • provide reasonable adjustments and individualized support for Students of Determination in accordance with their Individual Education Plans (IEPs) or support plans; • participate in training and professional development on inclusive education practices as required by ASD; • collaborate with the Student Services team, specialists, and parents to implement appropriate interventions and accommodations; • treat all students equitably regardless of disability or special educational need;

CODE OF CONDUCT AND PROHIBITED BEHAVIORS All employees are expected to adhere to the Employee Conduct Standards. Additionally, all employees must refrain from the prohibited conduct, also outlined in the Safeguarding at ASD section.

DIVERSITY AND INCLUSION STATEMENT The American School of Dubai community is committed to fostering a safe and inclusive school climate and learning environment while denouncing all forms of discrimination and inequality. ASD values diversity. We celebrate all community members. We acknowledge the impact of current and historical inequality and prejudice, and firmly believe that fair treatment and equity are the most basic of rights regardless of gender, race, ethnicity, religion, color, culture, national origin, age, identity or expression, ability/disability, or socioeconomic status.

INCLUSIVE EDUCATION AND STUDENTS OF DETERMINATION

• refrain from refusing, discouraging, or creating barriers to enrollment, participation, or progression based on disability; • maintain confidentiality regarding a student’s determination status, support needs, medical information, and any related documentation, in accordance with ASD’s data protection and confidentiality policies; • attend and participate in any training, professional development, or meetings related to inclusive education or the support of Students of Determination as required by ASD; and • report concerns about a student’s unmet needs or barriers to inclusion to the Director of Student Services or relevant divisional administrator. Failure to support inclusive education requirements may result in disciplinary action and may expose ASD to regulatory scrutiny during KHDA inspections or complaint proceedings. Employees should consult the Director of Student Services or relevant divisional administrators for guidance on supporting Students of Determination.

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PROFESSIONAL STANDARDS AND EXPECTATIONS FOR FACULTY

ANNUAL ACKNOWLEDGEMENT AND DECLARATION

All faculty are expected to adhere to the ASD Professional Standards for Faculty and follow the agreements set out in the Community of Practice.

All employees are required to sign an Annual Acknowledgement and Declaration confirming that they: (a) have read and understand the Employee Handbook, including the safeguarding and child protection policies, conduct standards, and confidentiality obligations; (b) consent to criminal background checks as required by KHDA regulations and ASD’s Safe Hiring procedures; (c) will participate in any child protection training required by ASD or KHDA; (d) will disclose any charges, convictions, or other outcomes of an offence within 48 hours of its occurrence (or within one week for matters that occurred before commencing employment with ASD), including any and all offences, charges, accusations, and/or convictions; (e) understand the requirement to report any incident relating to a child exploitation and abuse concern, including inquiries or accusations, even if successfully resolved; and (f) will comply with ASD’s child protection reporting procedures and cooperate with any inquiry into a child protection violation. The Annual Acknowledgement and Declaration form is provided by Human Resources and must be completed at commencement of employment and annually thereafter.

LEADERSHIP STANDARDS FOR ADMINISTRATORS All administrators are expected to observe the ASD Leadership Framework.

KHDA RECOGNITION AND UAE VALUES The American School of Dubai is licensed to operate in Dubai under the Knowledge and Human Development Authority (KHDA). ASD respects and upholds the laws, culture, and values of the United Arab Emirates. This commitment is reflected throughout our policies and is fundamental to our approach to how we operate as a school. Employees are expected to demonstrate the same level of respect for the laws, culture, and values of the UAE and comply with the KHDA Code of Conduct.

ZERO TOLERANCE FOR BULLYING AND HARASSMENT At the American School of Dubai, it is expected that all community members will be free to learn, teach, and work in a safe, secure, and non-threatening environment based on mutual trust and respect. This includes respect for personal feelings, the traditions and customs of religions and cultures, nationality, and gender. Each member of the ASD community is expected to be responsible for his/her own behaviors, to exercise selfdiscipline, and to refrain from behaviors which interfere with other members’ right to learn and work in a safe and healthy environment. We do not tolerate any form of harassment or bullying at ASD. If you witness or experience such behavior, report it to your supervisor, principal, or Director of Student Services. The administration will take action, investigate, respond, and communicate with all parties concerned. The harassment and bullying procedures for students are published in the divisional handbooks, which can be found on Connect divisional sections.

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Government Regulatory Body

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THE KNOWLEDGE AND HUMAN DEVELOPMENT AUTHORITY (KHDA) All schools in Dubai are regulated by the Knowledge and Human Development Authority (KHDA) which is the local regulatory body that is accountable to the Ministry of Education in the UAE. ASD and its employees are required to follow mandates as issued officially by the KHDA and the UAE government. All adults employed in schools in the UAE are required to sign the KHDA’s code of conduct annually, as well as the annual acknowledgement and declaration. KHDA Registration: ASD is required to register employees when hired, a process that may require the employee to submit additional documents. UAE Teacher License Equivalency: For quality control purposes, all teachers working in schools across the UAE are required to obtain a UAE teaching license. In most cases, the license is issued on equivalency of a current and valid license. In other cases, the teacher may be required to take additional steps. Members of the Human Resources team will coordinate this process. KHDA Code of Conduct: At times, the KHDA may require all employees working in schools to sign a nationwide Code of Conduct. Surveys: At times, the KHDA may request the participation of educators and/or all school employees. When requested, the Human Resources Office will inform employees and communicate any deadlines, if any. Applicable Laws: All matters of employment will be governed by and interpreted in accordance with the UAE Law, ASD’s host country.

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Safeguarding at ASD

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At ASD, keeping students safe is at the heart of everything we do. We’re committed to providing a nurturing environment where every student feels protected, respected, heard, and supported. The ASD Board of Trustees has approved the Child Protection Statement, which is publicly stated on the ASD website: The Board of Trustees maintains a zero-tolerance policy for child abuse and neglect. The school is committed to protecting the welfare and safety of all students, and it is the responsibility of all adults in the community to report any concerns. The administration is required to implement and enforce a comprehensive child protection policy and framework based on international best practices and local UAE law. This includes mandatory background checks for all employees, ongoing training on child protection, and clear reporting protocols. The Board will oversee regular audits of these policies and procedures to ensure compliance and effectiveness. Safeguarding is a core responsibility of all ASD employees. This section explains our approach to safeguarding, risk management, and child protection, and your role in keeping our students safe. For the purposes of this section, ‘ASD employees’ includes all employees to whom this handbook relates. A separate handbook for substitute teachers, coaches, volunteers, and externally hired trusted adults is published annually. When carrying out your safeguarding duties, you need to comply with UAE law and Dubai school regulatory requirements. This includes mandatory reporting obligations under UAE child protection law, confidentiality and data protection rules, cybercrime and online safety requirements, and cooperation with KHDA, Dubai Police, child protection authorities, and other competent authorities when required.

1. SAFEGUARDING AND RISK MANAGEMENT ASD’s safeguarding approach is published annually in the student, faculty, and parent publications and on the school website to ensure it is available to all stakeholders. It also includes ASD employee training and awareness to support a safe and healthy environment for children. Our approach is based on international best practice, the United Nations Convention on the Rights of the Child, UAE Federal Law No. 3 of 2016, as amended by Federal Decree-Law No. 34 of 2023 (Wadeema’s Law), and the National Child Protection Policy in Educational Institutions in the UAE established by UAE Cabinet Decree No. 3/3 of 2022.

1. National Child Protection Policy in Educational Institutions: UAE Cabinet Decree No. 3/3 of 2022 established the National Child Protection Policy in Educational Institutions in the UAE, issued in cooperation with the UAE Ministry of Education (MoE). This policy creates a uniform framework to guarantee a safe, non-discriminatory, and nurturing environment for children across all public and private schools, covering both face-to-face and remote learning setups. This policy operates in conjunction with UAE Federal Law No. 3 of 2016 (Wadeema’s Law) to deliver comprehensive legal protection to minors nationwide. Under this decree, all educational facilities must actively enforce the following protective measures, all of which ASD implements: • Designated Protection Officers • Background Screenings • Confidential Reporting Channels • Awareness Programs • Early Intervention 2. The National Child Protection Policy anchors child safety around four foundational pillars: • Best Interests: Prioritizing the child’s well-being in all institutional decisions. • Professional Values: Upholding strict ethical and behavioral standards for all educational staff. • Injury Prevention: Eliminating violence, bullying, neglect, and any physical or mental harm. • Strict Privacy: Safeguarding personal records and ensuring total confidentiality for reported cases.

Employee Requirements: To honor the above, we require all ASD employees to: • undergo criminal background checks prior to employment or engagement with ASD; • participate in child protection training annually (Level 1 safeguarding training for all staff and volunteers, with specialized training for the Designated Safeguarding Lead (DSL) and members of the Child Protection Team). ASD will maintain training logs documenting completion of annual safeguarding training by all staff and volunteers; and • report any case of suspected abuse, neglect, harassment, exploitation, or misconduct immediately in accordance with the Reporting Pathway in this section. Internal reporting does not delay or replace any mandatory external reporting obligation under UAE law, KHDA requirements, Dubai Police, Community Development Authority (CDA), or other competent authority requirements.

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Professional Boundaries and Relationships with Students Maintaining appropriate professional boundaries with students is fundamental to safeguarding. All ASD employees must understand the nature and limits of their professional relationship with students. This includes maintaining a physical distance of at least an arm’s length from students except when closer contact is required for safety, health, or instructional purposes as set out in this Handbook. Multiple Roles: ASD employees who have multiple relationships with a student (e.g., teacher and coach, or family friend) must maintain consistent professional boundaries in the school context regardless of any external relationship. The school relationship must take precedence during school hours and school activities. Avoiding Favoritism and Conflicts of Interest: Refrain from showing favoritism toward individual students. If you have a potential conflict of interest (e.g., teaching your own child, assessing a family friend’s child), disclose this to your supervisor or ASD contact. Alternative arrangements may be made for assessment and disciplinary matters. Reporting Obligations: If you become aware of or reasonably suspect inappropriate conduct by another adult toward a student, report this immediately to your supervisor, any other member of the leadership team, or a member of the Child Protection Team. Failure to report suspected misconduct is itself a disciplinary or contractual matter.

ASD Employee Conduct Standards The conduct standards in this Handbook set out what we expect from all ASD employees when interacting with students, including professional boundaries, visibility, one-onone meetings, physical contact rules, and other safeguarding requirements. These standards apply to both your professional and personal conduct when you’re entrusted with the care of our students. All ASD employees must follow these standards. These standards are designed to protect our students and to protect you from situations that could be misinterpreted. 1. Best Interests of the Child: In everything you do, put the child’s best interests first. This means prioritizing student welfare over personal convenience, institutional reputation, or other considerations. 2. Visibility and Transparency: Ensure you are visible when interacting with students by: (a) keeping doors open or ajar unless a closed door is required for confidentiality (such as counseling sessions), in which case log the meeting with the divisional office; (b) meeting in rooms with uncovered windows wherever possible; and (c) positioning yourself so you’re visible from outside the room. Do not obstruct windows with posters, curtains, or other materials that block the view into the room. 3. One-on-One Meetings: Avoid meeting alone with a student unless all of the following conditions are met: (a) the meeting is necessary for a documented educational, pastoral, or counseling purpose; (b) the meeting takes place in a school setting with a window or open door, or in a public place; (c) the meeting is scheduled and logged with the divisional

office in advance (or as soon as practicable for unplanned meetings); and (d) the meeting duration does not exceed 30 minutes without a documented reason. If these conditions cannot be met, another adult must be present. 4. Physical Contact: Physical contact with students is permitted only where it is: (a) necessary for the student’s immediate safety (such as preventing a fall or removing a student from danger); (b) required for health purposes (such as administering first aid by trained personnel); or (c) part of a planned instructional activity (such as sports coaching, music instruction, or early years support) where you’ve explained the nature of the contact to the student in advance. All physical contact must occur in a location visible to others. Employees should not initiate physical contact such as hugging, holding hands, or sitting students on laps, except in early years settings where age-appropriate physical comfort may be provided in accordance with safe touch guidelines. 5. Bullying Intervention: If you witness bullying, harassment, or peer-on-peer abuse, you must intervene immediately. This means: (a) stopping the behavior; (b) ensuring the affected student is safe; (c) reporting the incident to the divisional office within 24 hours using the school’s incident reporting system; and (d) documenting what happened in writing, including names, a description of events, and the action you took. 6. Addressing Inappropriate Student Language: Address inappropriate language used by students in your presence. This includes (a) sexually explicit, suggestive, or references sexual acts; (b) profane, vulgar, or obscene; (c) racially, ethnically, or religiously offensive; (d) demeaning, belittling, or humiliating; (e) threatening or intimidating; (f) disrespectful of UAE culture, the UAE leadership, or Islamic values; or (g) in violation of the UAE Cybercrimes Law (including defamatory statements). When a student uses language falling within these categories, you must: (a) immediately and clearly indicate that such language is not acceptable; (b) if the behavior continues or is serious, report it to the divisional office; and (c) document the incident if it involves language that is discriminatory, threatening, or in violation of UAE law. 7. Reporting Student Infatuation or Inappropriate Attention: If you notice behavior that suggests a student may have developed an inappropriate attachment to an adult (like excessive personal contact, gift-giving, or attempts to meet outside school), or that an adult may be developing an inappropriate interest in a student (like excessive one-on-one contact, personal communications, or favoritism), report it to the student’s divisional principal within 24 hours using the school’s safeguarding reporting procedures (found in the safeguarding section of this handbook). Do not discuss these concerns with the student or adult involved before reporting. 8. Early Years Toileting Guidelines: Young children entering ASD’s PreK program have just started to develop and practice the skills needed to use the toilet independently. Through working as a team and providing a consistent and patient approach, we can continue to support children in taking ownership of this aspect of their development. Transitioning to a new environment can also be challenging, even for those children who have already learned or were making progress with toilet training. Children who are ready for the Early Years program will, with support, be able to

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consistently use the toilet in the first few weeks at school with only occasional accidents. For the procedure on how to deal with toileting accidents, click here. If there is a change in toileting behavior for children who are confident and skilled at toileting, or if a student is having regression and more frequent accidents than is typical for that student, or if there are concerning behaviors surrounding personal care, report to an administrator or counselor immediately. 9. Personal Care Assistance Requirements: For students who require assistance with personal care tasks (including toileting, changing clothes, or intimate hygiene) due to additional needs, follow these requirements: (a) only staff trained in the school’s personal care procedures may provide assistance; (b) document all instances of personal care assistance, including the date, time, nature of assistance, and staff member involved; (c) wherever possible, have a second adult present or within sight during personal care assistance; and (d) follow Individual Care Plans for students with additional needs. Report any concerns about a student’s behavior during personal care to an administrator immediately. 10. Student Bathroom Entry: Use staff-designated bathrooms only. Do not use bathrooms designated for student use. You may enter student bathrooms only when: (a) responding to an emergency or safety concern; (b) conducting scheduled supervision duties; or (c) assisting a student with additional needs in accordance with their Individual Care Plan. Report any entry to student bathrooms to the divisional office by the end of the school day.

Prohibited Conduct The following conduct is strictly prohibited. If you engage in any of these behaviors, you may face disciplinary action up to and including immediate dismissal under Article 44 of UAE Labor Law, referral to relevant authorities, and potential criminal liability under UAE law. 1. Romantic or Sexual Relationships with Students: Do not engage in, solicit, or encourage any romantic or sexual relationship with a student (regardless of age or apparent consent). This is strictly prohibited and may constitute a criminal offence under UAE law. 2. Providing Alcohol, Tobacco, or Controlled Substances: Do not provide, offer, or facilitate access to alcohol, tobacco, vaping products, or controlled substances to any student. This is strictly prohibited and may constitute a criminal offence. 3. Physical Punishment: Do not use physical force as punishment or discipline against a student. This includes striking, pushing, grabbing, or any other form of corporal punishment. 4. Locked Rooms: Do not lock doors while alone with students or otherwise create conditions where students can’t freely exit a space, except in emergency lockdown situations. 5. Inappropriate Use of Technology: Do not use personal devices or accounts to communicate with students outside

approved channels; share personal social media accounts with students; send, solicit, or possess inappropriate images or content involving minors; use school technology for personal, inappropriate, or illegal purposes; or engage in online conduct that may constitute grooming, cyberbullying, harassment, invasion of privacy, or other misconduct under UAE law. Violations may constitute criminal offences under the UAE Cybercrimes Law and must be reported following the procedures in this section. 6. Inappropriate Gifts: Do not give personal gifts to individual students (other than class-wide educational rewards); accept gifts from students that appear designed to create special relationships; or engage in any gift exchange that could be perceived as grooming behavior. 7. Harassment and Discrimination: Do not engage in any form of harassment (sexual, verbal, physical, or psychological) or discrimination against students based on gender, race, ethnicity, religion, nationality, disability, or any other characteristic protected by UAE law. Such conduct is prohibited and may violate UAE law. 8. Transporting Students in Personal Vehicles: Do not transport students in your personal vehicle unless all of the following conditions are met: (a) you’ve obtained prior written approval from the relevant divisional administrator; (b) you’ve obtained written consent from the student’s parent or guardian (telephone consent is acceptable only in emergencies and must be documented immediately afterwards); (c) you’ve logged the journey with the school office, including departure time, destination, and expected arrival time; and (d) you hold a valid UAE driving license and appropriate vehicle insurance. If parental consent can’t be obtained, a second adult must be present in the vehicle throughout the journey. In a medical or safety emergency, you may transport students without prior approval, but document the journey as soon as practicable. 9. Overnight Accommodation: Do not share sleeping accommodations, tents, or private spaces with students during school trips or activities, except in emergency situations requiring immediate supervision for safety. 10. Photographing Students for Personal Use: Avoid taking photographs or videos of students for personal use (outside authorized school documentation). 11. Confidential Student Information Misuse: Do not access, disclose, or use confidential student information for purposes other than legitimate educational or safeguarding purposes. 12. Inappropriate Communication: Do not engage in intimate, overly personal, or inappropriate conversations with students (including via any electronic means) or discuss inappropriate topics such as romantic relationships, explicit content, or personal problems in ways that cross professional boundaries. 13. Favoritism: Do not show favoritism toward individual students contrary to the Professional Boundaries requirements set out above, or in a manner that creates inequitable treatment or could be perceived as grooming behavior.

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14. Outside Contact Without Approval: Do not initiate contact with students outside school hours or through nonschool channels for non-school purposes, without explicit parental/guardian knowledge and approval. 15. Inviting Students to Private Residences: Do not invite students to your private residence without explicit prior approval from the school and the student’s parent/guardian, and only for legitimate school-related purposes. 16. Retaliation Against Reporters: Do not take retaliatory action against any person who makes a good-faith report of suspected misconduct or child protection concerns. See the whistleblower protections in the Confidentiality section below. 17. Falsifying Records or Making False Reports: Do not deliberately falsify records, make false reports of misconduct, or provide false information during safeguarding investigations. 18. Physical play and Roughhousing: Do not engage in physical games or activities with students that involve: (a) wrestling, play-fighting, or roughhousing; (b) tickling; (c) piggyback rides or carrying students (except in emergencies or for students with mobility needs); (d) any game involving removal of clothing; or (e) any physical activity that could be perceived as sexually provocative or inappropriate. 19. Inappropriate Touching: Do not touch students in any manner that is: (a) unwanted by the student (whether or not the student expressly objects); (b) not justified by safety, health, or instructional necessity as defined in this Handbook; (c) in an area normally covered by underwear or swimwear; or (d) prolonged, repeated, or secretive. If a student initiates physical contact (such as a hug), the ASD Employee should redirect the student to an appropriate greeting (such as a handshake, wave, or verbal acknowledgment) in a manner that preserves the student’s dignity. 20. Inappropriate Language: Do not use language that is: (a) sexually explicit, suggestive, or references sexual acts; (b) profane, vulgar, or obscene; (c) racially, ethnically, or religiously offensive; (d) demeaning, belittling, or humiliating; (e) threatening or intimidating; (f) disrespectful of UAE culture, the UAE leadership, or Islamic values; or (g) in violation of the UAE Cybercrimes Law (including defamatory statements). This applies to all forms of communication: spoken, written, electronic, and non-verbal (including gestures and images), whether directed at students or occurring in their presence. 21. Unauthorized Medication Administration: Do not administer any medication to students (including over-thecounter medications such as paracetamol, antihistamines, or cough medicine) without: (a) completing the school’s medication administration training; (b) receiving written authorization from the school nurse or designated medical personnel; and (c) obtaining documented parental consent for that specific medication. See Section 6 (Health Office) for detailed medication administration procedures.

2. CHILD PROTECTION Child protection is a subset of safeguarding, referring to the actions taken to prevent and respond to abuse, maltreatment, and exploitation of children, and the systems, beliefs, and structures in place to guard children’s rights and prevent and respond to the actual or suspected harm of children. Roles in Child Protection ASD Employees: All ASD employees complete safeguarding and child protection training when they join ASD and regularly thereafter as requested by the school. Please familiarize yourself with ASD’s child protection guidelines and reporting procedures in this Handbook. Child Protection Team (CPT): A group of ASD personnel responsible for receiving and responding to reports of child protection violations within the community. The core CPT includes the Director of Student Services, divisional principal or designee, counseling personnel, the Health Office, the Director of Student Services, and the Superintendent or designee. The Health Office will be included when necessary. The CPT may involve other members of the community as necessary and reports to the Superintendent and, where the allegation involves an ASD Employee, to the Board of Trustees. Child Protection Leads: Identified individuals who support ASD’s child protection policies, procedures, training, and incident response. Practices Related to Child Protection Informing Students: We incorporate child protection lessons into the student curriculum in all divisions. Students learn about personal safety, healthy relationships, and how to report a concern through health class, counseling lessons, and the advisory program. Child protection guidelines are also included in the student handbooks. Students who act in a teacher-assistant or coach-like role receive training on our child protection policy, ASD Employee conduct standards, signs and symptoms of abuse and neglect, and reporting procedures. Informing Parents: Parents receive an annual letter from the Superintendent outlining our safeguarding policies, ASD employee conduct standards, and how to report a concern. They also receive annual communication about our child protection curriculum, what students learn, and how to support this as parents. All ASD families have opportunities to participate in workshops covering our policies and procedures for dealing with abuse, neglect, harassment, and exploitation. Safer Hiring Practices: We follow strict safe recruitment practices to ensure student safety. This includes comprehensive background checks for all new hires and other ASD employees, plus continuous monitoring and evaluation of conduct. These procedures are outlined in the Recruitment and Hiring section of this Handbook. Campus Security: All employees and community members must wear ASD identification badges and tap in when entering campus. Visitors must register with security and wear a visitor badge. All contractors and subcontractors coming on campus follow our child protection policies and procedures and receive appropriate identification, screening, and orientation.

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Dealing with Abuse, Neglect and Misconduct Schools have a duty of care to enrolled children and those affected by school operations. If you have any child protection concern, report it immediately—this is both your legal and ethical obligation. Any suspicion of abuse, neglect, harassment, exploitation, or misconduct must be reported following the pathway below. Behavioral indicators in and of themselves do not constitute abuse or neglect. Together with other indicators, such as family dynamics, they may warrant a referral. Whistleblower protections apply to anyone making a child protection report in good faith. See Section on Addressing and Reporting Concerns for full details, including identity protection and non-retaliation provisions. An important part of fulfilling our duty of care together is learning how to identify possible abuse, neglect, and misconduct. The World Health Organization (W.H.O.) defines abuse as: “all forms of physical and emotional ill treatment, sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity.” It is any behavior that directly harms or causes a child to be harmed, puts a child at risk of harm, attempts to harm a child, or incites another to harm a child.

Sexual Exploitation: taking non-consensual, unjust, or abusive advantage of another in a sexual or intimate context. Sexual Harassment: physical, verbal, written, or electronic conduct of a sexual nature that interferes with a person’s academic or extracurricular activities, professional obligations, or creates an intimidating, hostile, or offensive environment. Neglect: refers to the failure to provide for the development of the child in one or more of the following areas: health, education, emotional development, nutrition, shelter, and safe living conditions (WHO, adapted). Digital/Electronic Abuse: the use of technology for digital communication to bully, harass, stalk, or intimidate another. Digital abuse is a form of verbal or emotional abuse perpetrated through online means of communication. The digital abuse may be student-on-student or involve students and adults. Peer-on-Peer Abuse: Any form of physical, sexual, emotional, or financial abuse and coercive control exercised between students and within student relationships. Responding to Concerns about Abuse, Neglect and Misconduct

The list below defines types of abuse. For indicators to look for, click here.

UAE Federal Law No. 3 of 2016, as amended by Federal Decree-Law No. 34 of 2023 (Wadeema’s Law) requires mandatory reporting of child abuse, neglect, or exploitation by educators and others entrusted with the protection, care, or education of children. The 2023 amendments strengthened penalties for failure to report, expanded the definition of child exploitation to include online exploitation, and introduced additional protections for children in digital environments. Failure to report when required may result in criminal liability for the individual who failed to report.

Physical Abuse: any intentional, unwanted contact with one’s body resulting in actual or potential harm. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces, illness in a child.

If you have reasonable cause to suspect abuse, neglect, harassment, exploitation, or any other child protection concern, report it immediately following the reporting pathway explained below.

Definitions of grooming, online grooming, online abuse, and digital/electronic abuse are set out in the Definitions section below. ASD employees should refer to that section when identifying possible offender behaviors. Types of Abuse

Emotional Abuse: non-physical behaviors such as threats, insults, constant monitoring, humiliation, intimidation, isolation, or stalking that result in actual or potential harm to an individual’s health, physical, mental, and/or social development. Such behaviors may include restricting a child’s movements, denigration, ridicule, threats and intimidation, discrimination, rejection and other non-physical forms of hostile treatment (adapted from Report of the Consultation on Child Abuse Prevention, 29–31 March 1999, WHO, Geneva. Geneva, World Health Organization, 1999 (document WHO/HSC/PVI/99.1)). Sexual Abuse: any action that pressures or coerces an individual to do something sexually that they do not want to do or cannot consent to doing. This may involve physical contact (penetrative or non-penetrative) or non-contact activities (viewing sexually explicit material or encouraging children to behave in sexually inappropriate ways).

Making a Report: Reports should be made to the relevant divisional principal/associate principal or the employee’s immediate supervisor immediately during the work week and, if on a weekend, no later than 24 hours after becoming aware of a possible child protection violation. If not the person reported to, the divisional principal should be made aware of any report pertaining to a student in their division. • If any ASD employee has concerns regarding the conduct of a member of the ASD administration, they should report their concern to theSuperintendent. • If the concern involves the Superintendent, the report goes directly to another member of the ST, who immediately shares it with the Board Chair of the ASD Board of Trustees.

Grooming: a pattern of behavior designed to increase opportunities for sexual assault, minimize victim resistance, and reduce the likelihood that the victim will disclose the abuse. Perpetrators often target significant adults in the environment as well as the victim to gradually gain their trust, desensitize them, sexualize the relationship with the child, and maintain secrecy and control. Grooming may occur in person or online.

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Responding to Reports: Upon receiving a child protection report, ASD leadership and the CPT immediately execute a structured assessment and response protocol tailored to the incident’s severity and whether an employee is involved. The principal or designee and the counselor will meet, gather any additional information needed (including whether any reports are already on file for the student), and determine if there is reasonable cause to believe that a child has been or may be harmed. If it is determined there is reasonable cause for concern, the CPT will be convened and the response is tailored to the severity of the concern and whether an ASD employee is involved (see below). The comprehensive, step-by-step procedures and checklists for assessing risk, convening the CPT, and managing case logistics can be found on Connect ASD. Outcomes of Reports No Reasonable Cause for Concern: The process ends with the principal or designee documenting the incident in the Child Protection Online Management System (CPOMS). Cause for Concern but No Significant Risk or Not Deemed as Abuse: The principal and counselor will determine what additional actions may be needed and develop a followup plan, which will usually involve meeting with the parents. A follow up plan is created to ensure continued monitoring of the child’s safety and well-being, and roles, responsibilities and timelines are established. The principal or designee completes the Student Protection Reporting Form and files a hard copy with the Director of Student Services. Cause for Concern with Significant Risk of Harm and/or Allegation Involves an ASD Employee: The CPT evaluates the need for a safety plan and creates one if necessary. They appoint a lead administrator who is responsible for coordinating communication and ensuring the completion of all documentation. (Note: where the allegation involves an ASD Employee, the Superintendent or designee will be the lead administrator). The CPT assesses the need for additional action, which may include: • Liaising with counselor/administrator in another division to ensure the welfare of sibling • Developing a support plan for student and family • Developing communication plan • Investigating the concerns, including gathering additional information from ASD accounts, spaces, devices. • Providing counseling or medical referral or evaluation • Consulting with local authorities or agencies • Reporting to UAE and other required authorities • Referring ASD employee to Human Resources for violation of conduct expectations of an ASD Employee The CPT develops a follow-up plan, which usually involves meeting with parents, to ensure continued monitoring of the child’s safety and well-being, roles, responsibilities and timelines are established and documents the incident and response in CPOMS.

External Reporting Timeframes and Requirements Reporting to Child Protection Authorities: When applicable law, KHDA requirements, police requirements, CDA requirements, and/or child protection authority guidance requires external reporting, a member of the CPT will make the required report without undue delay. External reporting may include notification to KHDA, Dubai Police, CDA, employment sponsors, home embassies, and/or child protection entities in the student’s home country. The CPT will inform the Superintendent, who will inform the Chair of the Board of Trustees as soon as possible when these steps are required. The CPT will document the basis for any external report, the authority notified, the information shared, and the time and method of reporting in CPOMS. Where appropriate, more than one person will be present when the report is made. To view the flowchart used by the CPT to determine if an offense is reportable, click here. External Agencies Dubai Police (Child Protection Bureau): If a child is in immediate danger or urgent assistance is required, contact emergency services immediately (999). Where there is evidence or reasonable suspicion that a criminal offence has been committed against a child, a report must be made to the Dubai Police Child Protection Bureau as soon as practicable and in accordance with applicable legal requirements. KHDA (Knowledge and Human Development Authority): As the regulating authority for private schools in Dubai, KHDA must be notified of serious safeguarding incidents in accordance with applicable KHDA requirements, including substantiated allegations of abuse or neglect by an employee; any incident reported to police; any incident resulting in serious injury to a student; and any matter that may affect the school’s license or reputation. Unless a shorter timeframe is required, our internal standard is to notify KHDA within 48 hours of the incident or of us becoming aware of the matter. Ministry of Education (MoE) Child Protection Unit: As the overarching national body protecting school students in the UAE, the Ministry of Education Child Protection Unit must be notified in accordance with MoE requirements where a safeguarding concern involves matters that extend beyond the jurisdiction of KHDA or where national-level reporting is required under applicable law or regulatory guidance. Community Development Authority (CDA): For statutory child protection interventions in Dubai, reports must be made to the Community Development Authority in accordance with CDA requirements. The CDA serves as a key local authority for child protection matters and can be contacted via the Child Protection Toll Free line (800988), the CDA Toll Free line (8002121), or by email at child@cda.gov.ae. Local Helplines: For reporting child protection concerns, ASD staff and families may contact the following local helplines: • Dubai Child Protection Centre: 04 344 8862 • Dubai Foundation for Women and Children Hotline: 800 111 • CDA Child Protection Toll Free: 800988 • Police Emergency: 999

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Responding to Allegations against an ASD Employee It is essential that any concern about the suitability of an educator, ASD Employee, or volunteer to continue working with children is dealt with fairly, consistently, and in a timely manner. The process should provide effective protection for the child and the reporter of the allegation while also supporting the person who is the subject of the allegation. If there is reasonable cause to be concerned about the conduct of an ASD Employee, the Superintendent will notify the Chair of the ASD Board of Trustees. If there is a concern about the Superintendent,, a member of the senior leadership team will notify the and the ASD Board of Trustees. Procedures need to be applied with common sense and judgment. In rare cases, allegations will be so serious as to require immediate intervention by the authorities or an independent investigator. It is important to ensure that even allegations that appear less serious are followed up thoroughly and taken seriously. Regardless of the participation of the reporting party, victim, or alleged perpetrator, ASD reserves the right to conduct an inquiry when an ASD Employee has • behaved in a way that has harmed a child, or may have harmed a child; • possibly committed a criminal offense against or related to a child; • potentially been grooming a child, or • behaved in a way that indicates s/he may be unsuitable to work with children. If someone resigns or stops providing services, allegations will still be followed up in accordance with these procedures. We make every effort to reach and record a conclusion in all cases of allegations bearing on the safety or welfare of children, including where the person concerned refuses to cooperate with the process. ASD will not enter into any “Compromise agreements” involving settlement, resignation, separation, or reference arrangement that prevents or discourages reporting, investigation, regulatory notification, police notification, or disclosure of safeguarding concerns where required by law, regulator direction, or child protection practice. Note that a compromise agreement is when a person agrees to resign, the school agrees not to pursue disciplinary action, and both parties agree on a form of words to be used in any future reference.

All ASD employees must keep student and family information strictly confidential, in line with UAE data protection and child protection laws. Employees should not discuss any student or family matter unless they are doing so professionally and only with people who need to know to support the student’s well-being. Documentation of Concerns about Abuse or Neglect: Document reports of possible child protection violations on CPOMS. When you’re taking an initial report, document as much as possible exactly what the reporter says, including the time, date, and place of any incident and the names of any witnesses. do not include opinions or interpretations of what is said. During inquiries into possible child protection violations, an additional adult—a member or designee of the CPT or administration—should be present to document interviews with those involved in the case. All parts of the CPT inquiry will be documented on CPOMS. The file for each CPT inquiry consists of the incident report and follow-up actions, notes from interviews, notes from CPT meetings, and documentation of any communication related to the case. Safeguarding records must be accurate, complete, and preserved in CPOMS or another school-approved system. Do not delete, alter, or store safeguarding records outside approved systems except as directed by the CPT, Human Resources, legal counsel, or applicable retention procedures. Procedures for Communicating Safeguarding Concerns to Employees: When a report is made, substantiated or not, the reportee will receive a follow up to let them know the concern was addressed. For cases that are substantiated, the CPT will determine what amount of information is shared, who will share it, and to whom it is shared. Confidentiality is vital, but so is the need to protect the child’s safety. The communication plan is documented in CPOMS and will include how/whether to alert current and future teachers or staff and schools to sensitive information held by the counselor and/or psychologist. If there is agreement that there is a need to identify a student to teachers or staff (current and future), the Counselor ‘alert’ on PowerSchool will be activated and the notation “see counselor” will be recorded. The counselor will make the change on PowerSchool. Teachers will be informed of the broad meaning of this alert and will know to contact the counselor for more information. The counselor will know how much to share with teachers based on the communication plan on the CPOMS.

Expectations for Confidentiality We respect the privacy of everyone involved in child protection cases and will keep identities confidential to the greatest extent possible. However, to investigate properly, some information must be shared on a strictly need-to-know basis with the CPT, ASD administrators, the Board of Trustees, UAE child protection officials, and, where relevant, the sponsor or home embassy of an alleged perpetrator. We will cooperate fully with government entities investigating child protection matters. While we will protect the identities of victims and reporters, we cannot guarantee absolute confidentiality—sometimes disclosure is necessary for internal inquiries or mandatory reporting.

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Whistleblower Guidelines Employees are encouraged to raise concerns in good faith where they reasonably believe there has been a breach of law, ASD policy, the Professional Conduct standards, safeguarding requirements, equal opportunity obligations, anti-harassment obligations, confidentiality obligations, or any other ethical or compliance requirement. Employees should normally raise workplace concerns with the person involved or their direct supervisor where appropriate. However, direct discussion is not required where the concern is serious, sensitive, involves safeguarding or child protection, involves alleged retaliation, involves a supervisor or administrator, or where the employee reasonably believes direct discussion may be inappropriate or ineffective. Reports may be made to the employee’s direct supervisor, Human Resources, the Associate Superintendent, or the Superintendent. If the concern is regarding the Superintendent, the report should be made with the Chair of the Board of Trustees. Supervisors and managers who receive complaints or concerns about suspected ethical, legal, policy, safeguarding, or regulatory violations must report them promptly in accordance with the Reporting Pathway outlined in Section 2 (Safeguarding at ASD). ASD will not retaliate against any employee or other person who raises a concern in good faith or assists with an inquiry or investigation. Retaliation, victimization, intimidation, or adverse treatment connected with a good-faith report is prohibited and may result in disciplinary action up to and including termination, in accordance with ASD’s disciplinary procedures, the employee’s contract, and applicable UAE law.

3. SAFEGUARDING CONSIDERATIONS DURING DISTANCE LEARNING Identifying and Reporting Child Protection Concerns During School Closure During school closures, challenges like isolation, disruption to daily routines, or unfamiliar caregivers may increase the risk of abuse or neglect for some students. More time online can also mean more exposure to inappropriate content, cyberbullying, or online predators. Please stay alert to any concerns about student safety or well-being during school closures—your vigilance matters. Concerns about inappropriate language and behavior or disclosure of sensitive or inappropriate information online should be addressed immediately, and reported to the relevant divisional administration. Safeguarding Students During Online Learning: Additional Expectations for ASD Employees The safeguarding risks associated with online learning are similar to those associated with in-person learning. These include peer-on-peer harm, which is physical, emotional, or sexual harm between students, and grooming or abuse by an ASD Employee. Online safeguarding concerns include: • Online grooming • Online sexual harassment/abuse • Pressure to send and/or onward sharing of sexual images • Access/exposure to harmful digital content • Cyberbullying

Safeguarding and child protection concerns must be reported in accordance with Section 2 (Safeguarding at ASD), including the mandatory reporting, documentation, confidentiality, and external escalation requirements set out in that section. Discrimination, harassment, forced labor, violence, and MOHRE-related employment rights concerns should be handled in accordance with the Equal Opportunity Employment and related employment rights provisions of this Handbook.

• Threats/blackmail

ASD will review concerns raised under this section and determine the appropriate response, which may include informal resolution, investigation, corrective action, disciplinary action, regulatory notification, or referral to competent authorities, as applicable. Serious unethical or illegal conduct and material investigation outcomes may be reported to the Chair of the Board of Trustees where appropriate.

2. M aintain appropriate boundaries a. A ll online communication with students should have an educational purpose

In addition to the ASD Employee conduct standards set out in this Handbook, the following apply to all ASD employees: 1. U se only school approved platforms from the Digital Toolbox; do not interact with students through personal social media, personal emails, personal texts, non-school sponsored apps, or other personal software

b. Ensure that you are dressed in accordance with the ASD dress code c. Avoid creating a casual or intimate atmosphere that could blur boundaries or be open to misinterpretation. d. Intimate locations (e.g. bathroom, bedroom furniture visible) and topics (private conversations, oversharing personal information, etc.) are not permitted 3. Do not share your personal phone number with students 4. Review acceptable use policy with students and set/review norms for digital citizenship. Ensure that students are aware of what to do if they see something upsetting online.

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Synchronous Learning Sessions/1:1 Online Meetings with Students ASD faculty and instructional staff can meet digitally 1:1 or with small groups of students following the guidelines below and acting in accordance with the Code of Conduct explained previously. For more detailed guidelines regarding online learning, click here. 1. Use only Google Meet for video conferencing with students 2. Include student participation expectations (see below) in invitations to Google Meet sessions. 3. Be aware that your desktop, tabs, bookmarks, etc. might be visible to students when you share your screen. Close anything that is confidential, private, sensitive, or not relevant. 4. Set Chat features so that students can only chat publicly or directly with the host. 5. To ensure a safe learning environment for all students in a group session, ensure that you know how to: a. Mute participants b. Moderate discussion groups c. Control chat settings d. Disable video e. Remove a participant from a session 6. Parents must be informed how teachers will be using small groups or one-to-one meetings with their children. 7. All 1:1 teacher sessions must be recorded. a. The Superintendent has notified parents of students of this. b. Recordings of all sessions are automatically saved to your Google Drive and may not be deleted. c. Recordings should not be shared with others unless required by ASD for safeguarding purposes. d. Share the link to your ‘Meet Recordings’ folder in your Google Drive to your Supervisor. 8. End the session for all participants when you leave The following provisions apply to 1:1 sessions and/or small group sessions with counselors only. Counselors providing services online are required to comply with the legal and ethical requirements that apply in school. 1. Counselors should only invite others to counseling sessions if therapeutically appropriate. 2. As when we are on campus, counseling sessions may be initiated by the student or the counselor without parent notification if therapeutically indicated. 3. Counselor sessions may not be recorded for legal and ethical reasons.

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Data, Privacy and Confidentiality

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Once you join ASD, you’ll confirm your commitment to keeping information confidential as set out in your employment contract and this Handbook. These obligations also apply to substitutes and external providers. This section explains what personal information we collect about you, why we collect it, how we keep it safe, and what rights you have. We’re committed to protecting your privacy and data protection rights in line with UAE law, including the Personal Data Protection Law (PDPL). We also follow all KHDA data protection requirements for private schools in Dubai.

EMPLOYEE DATA COLLECTION ASD collects and processes your personal data based on the following lawful grounds under the PDPL: • Performance of your employment contract: We process your data to perform your employment contract, including payroll, benefits, performance reviews, and general employment administration. • Legal obligation: We process your data to comply with UAE law, including residency visa processing, Emirates ID issuance, KHDA regulatory requirements, tax reporting, and employment record-keeping obligations under UAE Labor Law. • Legitimate interests: We process your data where necessary for ASD’s legitimate interests in maintaining a safe educational environment, verifying qualifications, conducting background checks for child protection purposes, and protecting school property, where those interests do not override your data protection rights. • Consent: Where none of the above apply, we may process your personal data based on your freely given, specific, informed, and clear consent. You can withdraw your consent at any time by contacting the Human Resources Office, though this won’t affect processing that happened before you withdrew. • Vital interests: In exceptional circumstances, we may process your data to protect the vital interests of you or another person (such as emergency medical situations where you’re unable to provide consent).

Categories of Personal Data Collected: We collect the following categories of personal data: contact details (email, phone, address); government identification (passport, Emirates ID, national ID number); qualifications and employment history; financial information (bank details for payroll); family information (your Authorized Dependents’ details for benefits and visa purposes); performance and disciplinary records; communication content, calendar entries, and documents created using school-provided systems; access and usage records of ASD systems, including web browsing history on school WiFi and CCTV images. We collect this information directly from you during recruitment and employment (for example, communications sent via school systems, internet activity, CCTV, meeting minutes, opinions and assessments), and sometimes from third parties such as previous employers or background check providers.

Sensitive Personal Data: Certain categories of personal data are classified as ‘sensitive’ under the PDPL and receive additional protections. We store sensitive data separately from general personnel files, with access restricted to authorized personnel on a need-to-know basis. ASD collects the following sensitive data: a. Health data: Medical history, fitness-to-work certificates, sick leave records, and insurance claims information. We process this to meet employment law obligations and for insurance enrollment, with your explicit consent. b. C riminal records: Background check results. We process this to comply with KHDA safe hiring requirements and to protect children. c. B iometric data: If applicable, fingerprint or facial recognition data for access control systems. We process this based on your explicit consent for premises security purposes or where specifically authorized by law. If consent is the basis, you may withdraw it at any time, though this may affect your ability to access certain premises. Consent in the Employment Context: Because of the inherent power imbalance in employment, we rely on consent only where: (a) no other lawful basis is available; (b) the processing is genuinely optional with no adverse consequence for refusal; and (c) we’ve provided clear information.

DATA SHARING AND CONFIDENTIALITY We share your data only where necessary for the purposes described above, with the following categories of recipients: a. Government authorities: KHDA (educational registration); GDRFA (residency visa processing); Federal Emirates ID Authority; Ministry of Human Resources and Emiratization; and other authorities as required by UAE law. b. S ervice providers: Insurance providers for benefits administration; payroll processors; background check providers; IT service providers; and professional advisers (legal, audit, HR consultants) where necessary. c. O ther parties: Reference requesters (with your consent or where required by law); regulatory bodies conducting investigations; and law enforcement authorities where required by law or to protect vital interests. Where we share data with service providers acting as data processors, we ensure appropriate contractual arrangements are in place requiring them to implement adequate security measures and process data only on our documented instructions. Cross-Border Data Transfers: Your personal data may be transferred outside the UAE where necessary for the purposes described above. Examples include transfers to: (a) your home country authorities for visa or documentation purposes; (b) international background check providers; (c) insurers with operations outside the UAE; and (d) cloud service providers whose servers may be located outside the UAE.

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We make such transfers only where: (i) we’ve entered into appropriate contractual arrangements (such as standard contractual clauses when approved by the UAE Data Office, or equivalent contractual protections) to ensure your data remains protected; (ii) the recipient country provides adequate data protection as determined by the UAE Data Office; (iii) a specific exemption applies under the PDPL; or (iv) where we are satisfied that the processor will protect the data in compliance with data protection legislation and in line with our expectations. You may request information about specific safeguards by contacting the Human Resources Office or the Data Protection Officer.

DATA STORAGE We implement appropriate technical and organizational measures to protect your data, including: a. A ccess controls restricting data access to authorized personnel on a need-to-know basis, with individual user accounts and audit logging; b. Encryption of sensitive data in transit and at rest; c. R egular security assessments and vulnerability testing of systems containing personal data; d. Staff training on data protection obligations and security procedures; e. P hysical security measures for premises and equipment where data is stored or accessed; f. I ncident response procedures for detecting, reporting, and responding to security incidents. Data Breach Notification: If there’s a personal data breach that is likely to put your rights and freedoms at risk, we will: (a) notify the UAE Data Office (uaedataoffice.gov.ae) info@tdra.gov. ae and/or other relevant regulatory bodies such as KHDA and/ or DHA within the required timeframe (currently 72 hours, or as otherwise specified by the UAE Data Office); and (b) notify you without undue delay where the breach is likely to result in a high risk to your rights and freedoms. We’ll tell you the nature of the breach, the categories of data affected, the likely consequences, and the measures we’ve taken to address it. If you become aware of a potential data breach (such as unauthorized access, loss of data, or suspicious activity), report it immediately to the Human Resources Office or the Data Protection Officer, dpo@asdubai.org.

EMPLOYEE DATA RIGHTS Under the PDPL, you have the following rights in relation to your personal data. You may exercise any of these by contacting Human Resources: a. R ight of Access: You can request confirmation of whether we process your personal data and, if so, access to that data together with information about the purposes of processing, categories of data, recipients, retention periods, and your rights. b. R ight to Rectification: You can request correction of inaccurate personal data or completion of incomplete data without undue delay. c. R ight to Erasure: You can request deletion of your personal data where it’s no longer necessary for the purposes for which it was collected, where you withdraw consent (and no other lawful basis applies), or where the data has been unlawfully processed. This right is subject to our legal obligations to retain certain records as described in the Data Retention section. d. R ight to Restriction (limiting how we use your data): You can ask us to temporarily stop using your data in certain circumstances — for example, while we consider your request to correct or delete it, or while we verify whether we have legitimate grounds to continue processing after you’ve objected. e. R ight to Data Portability: You can request to receive your personal data in a structured, commonly used, machinereadable format, or to have it sent directly to another controller where technically feasible, where processing is based on consent or contract and carried out by automated means. f. R ight to Object: You can object to processing based on legitimate interests where your particular situation warrants it. We’ll stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is necessary for establishing, exercising, or defending legal claims. g. Right Regarding Automated Decision-Making: You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects concerning you, unless the decision is necessary for your employment contract, authorized by law, or based on your explicit consent. h. R ight to Complain: If you believe your data protection rights have been violated, you can lodge a complaint with the UAE Data Office. To exercise any of these rights, contact the Human Resources Office or the Data Protection Officer. These rights are not absolute and are subject to certain restrictions. Your request will be responded to within 30 calendar days, or within a longer period as permitted by law where the request is complex or voluminous. In addition to electronic records, physical personnel files for all ASD employees are maintained in the Human Resources Office. There will be only one confidential permanent file for each employee. You have the right to inspect your personnel file, with the exception of confidential reference ratings and any reports obtained prior to employment through search organizations. Requests to inspect personnel files should be made to the Human Resources Office and will be accommodated within five working days.

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Data Retention: We keep your personal data for the duration of your employment and for specific periods afterwards, as set out below. These retention periods are based on UAE legal requirements, regulatory guidance, and ASD’s legitimate operational needs:

What Happens if You Do Not Provide Data: We need certain personal information to employ you and manage your employment. If you do not provide required data, we may not be able to:

a. G eneral personnel records: We retain these for three years after your employment ends. This aligns with the limitation period for employment claims under UAE law.

b. process residency visa or Emirates ID applications;

b. Payroll and tax records: We retain these for seven years after your employment ends to meet UAE accounting, audit, and tax reporting requirements. c. G eneral disciplinary records: We retain these for three years after your employment ends, then securely destroy them. This aligns with the limitation period for employment claims under UAE law. d. Safeguarding and child protection records (employeerelated): We retain these for 25 years from the date of the incident or termination, whichever is later. This extended period reflects international safeguarding best practice (including Council of International Schools and International Centre for Missing and Exploited Children guidelines) and is justified by the serious nature of safeguarding matters, the potential for delayed disclosure, and ASD’s need to respond to future reference requests, regulatory inquiries, or legal proceedings. UAE law does not prescribe a specific retention period for such records, and this is ASD’s internal standard. We’ve assessed this retention period as necessary and proportionate under the PDPL’s data minimization requirements, given the nature of these records and the potential consequences of destroying them too early. This assessment is documented in ASD’s data retention policy. e. B asic employment verification data (dates of employment and positions held): We retain this for 20 years after your employment ends. This enables us to respond to reference requests and verify your employment history. We review these records periodically and will delete them earlier if they’re no longer needed for these purposes. At the end of the applicable retention period, we securely destroy paper records and permanently delete electronic records in accordance with ASD’s data disposal procedures. Data Protection Officer: We have a designated Data Protection Officer (DPO) who oversees compliance with data protection law and is your point of contact for any data protection questions. You can reach the DPO at dpo@asdubai. org or through Human Resources if you have questions about how your personal data is processed, want to exercise your data rights, or need to report a data protection concern. The DPO works independently on data protection matters and reports directly to senior management.

a. enter into or perform the employment contract; c. enroll you in benefits programs; or d. meet its legal obligations. Where data provision is optional, this will be made clear at the time of collection, and refusal will not result in any adverse consequence to the employee.

USE OF STUDENT IMAGES AND DATA In addition to employee data, ASD employees may handle student personal data, including photographs and identifying information. The Child Digital Safety Law places strict restrictions on collecting personal data from children under 13 years of age. Some platforms used for educational purposes may be exempted from some restrictions, but measures to protect children’s safety and privacy must be taken. Employees with access to student data (academic records, health information, family details, images, or other personal information) must handle such data with the highest level of confidentiality. Student data may only be accessed, used, and shared for legitimate educational or safeguarding purposes. The following requirements apply: Photography and Filming: Photographs and videos of students should only be taken for legitimate educational or safeguarding purposes using school-approved devices and accounts. Employees must not photograph or film students using personal devices or accounts unless explicitly authorized by the Superintendent or their designee. The Communications Office coordinates all official photography requests. Consent Requirements: All usage of student images requires appropriate consent. ASD obtains consent from parents/ guardians at enrollment for specified uses of student images. Before using any student image, employees must check the student’s record in PowerSchool for a ‘No Photo’ alert, which indicates that parental consent has not been given or has been withdrawn. Employees should not use student images for purposes beyond those consented to without obtaining additional consent. When in doubt about permitted uses, consult the Communications Office or Data Protection Officer. Purpose Limitation: Student images and data may only be used for the specific purpose for which they were collected and consented to. Parents either give permission for images to be appropriately used across functions of the school or they opt out, in which case images are not used in any way. Storage and Security: Student images and data must be stored securely using school-approved systems only. Storage on personal devices, personal cloud accounts, or unsecured locations is prohibited. Images no longer needed for their collection purposes should be deleted.

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Third party providers may take photos of students in activities for the purposes of sharing with the ASD Campus Life or Communications office, and for sharing with parents. If a personal device is used to take the photo, the provider must immediately delete the photo after sharing, no later than 72 hours after taking the photo. Cross-Border Transfers: Student data, including images, should not be transferred outside the UAE without appropriate safeguards and authorization.This includes uploading to servers located outside the UAE or sharing with organizations based outside the UAE. Consult the Data Protection Officer before any cross-border transfer. Retention: Student images and data should be retained only for as long as necessary for the purpose for which they were collected, unless longer retention is required by law or school policy. Classroom materials containing student images should be reviewed and appropriately archived or deleted according to the records retention schedule. Note: Different retention periods apply to child protection investigation files (retained until the student’s 26th birthday) — see Section 3 (Safeguarding at ASD) for details. Publishing Photos and Videos of Students: Before publishing any photo or video featuring students (whether on school websites, social media, newsletters or other platforms), employees must: a. e nsure the content does not compromise the child’s dignity, privacy or psychological well-being; b. consider whether the publication could be used to identify the child’s location, routine or personal details that could put them at risk; and c. a void any content that could be perceived as showcasing or exploiting students via digital platforms.

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Communication at ASD

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ASD’S BRANDING GUIDELINES

BUSINESS CARD

The ASD Communications Team oversees the school brand and ensures a consistent and professional image. Please refer to the Logos and Branding section of Connect ASD for official school logos, brand-appropriate templates, and Style Reference Guides. For assistance with communications for general school use, external partnerships, or community-wide events, please contact the Communications Office directly.

The Human Resources Team may determine the need to issue business cards for specific roles within the school. When the need arises, the Business Office will be in touch.

NEWSLETTERS ASD maintains e-newsletters intended to keep employees abreast of information initiatives at the school, and sent via ASD emails. It is the employee’s responsibility to read the information shared regularly and in a timely fashion. All newsletters are archived on Connect ASD and are accessible to employees. An overview of these communications can be found here.

ANNUAL SCHOOL CALENDARS Each year, ASD publishes an annual school calendar which includes general information regarding school start and dates as well as holidays. Additionally, ASD uses Google Calendars extensively. All calendars can be found in the News & Calendars section on Connect ASD. For planning purposes, employees are asked to subscribe to the Google Calendar(s) that pertain to their role. Guidance as to which calendar is most relevant/ important to follow will be provided to the employee by their immediate supervisor and/or the divisional office coordinator (where applicable).

ASD EMAIL ACCOUNTS Each employee is issued an individual professional (@asdubai. org) email address, known as a named account, which they are asked to use for all professional communications. At times, departments will be issued an institutional email account to use for customer-facing messages. Institutional accounts should not be used for individual communications, when completing surveys, or for accessing forms that are designed for individual employees. Refer to the Technology Handbook for further guidance about these differences.

INSTITUTIONAL EMAIL SIGNATURES Employee signatures are managed and centralized by the Technology Department. Employees are required to use the email signatures issued for them and may not change or add information. Should the employee require a correction or update, they are asked to contact the Human Resources Office.

EXTERNAL COMMUNICATIONS AND MEDIA RELATIONS As representatives of ASD, all employees play a role in upholding the school’s reputation, values, and relationships. To ensure clarity and consistency in all public communication, only authorized spokespersons are permitted to speak on behalf of the school. This applies to all forms of external communication, including verbal or written statements to media outlets, participation in public events or speaking engagements, involvement in conferences or panel discussions, and engagement in online forums, meetings, or social media platforms related to ASD or the wider educational community. Authorized Spokespersons: Only designated school representatives are authorized to speak on behalf of ASD. This typically includes the Superintendent’s Team (ST), and other staff officially appointed by the ST. All public statements, disclosures, or official communications regarding the school must be made exclusively by these designated individuals to ensure accuracy, consistency, and protection of the school’s reputation and community trust. Responding to Media Inquiries: Employees must not respond directly to inquiries from journalists, bloggers, news organizations, or other media representatives. If approached, employees should politely decline to comment. All media inquiries must be promptly referred to the ST or the Admissions and Community Outreach Department, who will ensure that responses are accurate, consistent, and aligned with the school’s values. External Speaking Opportunities: Employees must obtain prior written approval from the ST before accepting any invitations for public presentations, interviews, or participation in external panels, conferences, webinars, or similar events, whether in person or online. This requirement applies regardless of whether the employee would be speaking in a personal capacity or on behalf of ASD, and regardless of whether the topic directly relates to the school. Protecting the School’s Reputation: Employees must not speculate, engage in rumor, or share internal school information with external parties. All communications, whether written, verbal, or digital, must reflect the school’s values, mission, and policies, helping to maintain the integrity, trust, and reputation of the school community. Employees should be aware that their public statements and online activity may be perceived as representing ASD, even when made in a personal capacity.

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Confidentiality and Ethical Responsibility: All employees share a professional and ethical responsibility to maintain the confidentiality of the school’s internal information and communications. Protecting privacy and exercising discretion are essential to preserving the trust and integrity of the school community. Confidential information, whether related to students, families, staff, finances, legal matters, or school operations, must not be shared, discussed, or posted in any public forum, including social media or external communications. Reporting External Communications Concerns: Employees must promptly notify the ST or Human Resources of any matters concerning external communications, including inaccurate or misleading representations of the school’s values, mission, or vision; the sharing of information without proper authorisation; inquiries from media representatives; or any breaches of confidentiality. Such matters should be reported immediately so that the school can take appropriate action to protect its reputation and community trust. Compliance and Disciplinary Action: Failure to comply with this section may result in disciplinary action in accordance with ASD’s disciplinary procedures, the employee’s contract, and the UAE Labor Law. Employees should also be aware that certain external communications conduct may constitute offences under the UAE Cybercrimes Law (see the UAE Cybercrimes Law Compliance section above) or other applicable UAE laws.

SOCIAL MEDIA EXPECTATIONS This section establishes guidelines for employee use of social media, both in professional and personal capacities, to protect students, the school’s reputation, and employees themselves. Institutional Social Media: Official ASD social media accounts are managed by the Communications Office for the purposes of publicity and community outreach. Employees must not create unofficial accounts that purport to represent ASD, any ASD department, team, or activity. Content posted to official accounts must comply with school branding guidelines and receive appropriate approvals. Social Media in the School Setting: ASD does not use any social media platform for instruction or communication with employees, students or parents. ASD’s social media accounts should be managed only by the Communications Office. Personal Social Media Accounts: Employees’ personal social media use outside of school is generally their private concern. However, employees must not: (a) connect with or “friend” current ASD students on personal social media accounts; (b) communicate with students through personal social media accounts or direct messaging; (c) post content that could reasonably be considered harmful to students, parents, colleagues, or the school; (d) post confidential school information; or (e) post content that violates UAE law. UAE Cybercrimes Law Compliance: All employees must be aware that social media conduct is subject to UAE law, including the UAE Cybercrimes Law. The following conduct may constitute criminal offences under UAE law: defamation or insulting others online; invasion of privacy (including publishing images or information about others without consent); publishing content deemed offensive to public morals, religious values, or public order; cyberbullying or harassment; and spreading false information. Violations of UAE Cybercrimes Law may result in criminal prosecution, fines, and/or imprisonment, in addition to disciplinary action by ASD. Reporting Social Media Concerns: Employees who become aware of inappropriate social media content involving students, or social media contact between employees and students that appears inappropriate, must report this to their supervisor or the Child Protection Team immediately.

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How ASD is Structured

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ORGANIZATIONAL CHART

LEADERSHIP AND TEAMS

ASD is organized in four school divisions and key departments, all working under the general supervision and guidance of the Superintendent in partnership with the Associate Superintendent for Teaching & Learning. An organizational chart that outlines roles and reporting lines can be found here.

The school ensures a leadership and team structure conducive to the strategic and day-to-day management of the school. Those structures also work to provide added clarity and efficiencies across the educational and operational programs at ASD. See this overview of ASD’s Leadership and Teams for added clarity.

ASD BOARD OF TRUSTEES The ASD Board of Trustees is a group of dedicated volunteer members dedicated to carrying out the mission of ASD and the community it serves. They are responsible for the overall governance and strategic oversight of the school. The Trustees work closely and in conjunction with the Superintendent, and their combined talents are focused on supporting the school’s mission and ensuring the fiscal sustainability of ASD.

FACULTY AND STAFF SOLUTIONS TEAM (FASST) We believe in collaborative problem-solving. FASST is a representative group that facilitates open dialogue between employees and leadership to address topics impacting our faculty and staff. Representative roles are open to employees for two-year terms and are selected by the Superintendent. For more information on FASST, click here.

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General Information for Employees

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In this section, general information is provided to help guide employees in their learning about the procedures and regulations at ASD.

• Pets: Pets are generally not allowed. Exceptions may be made for an educational/programmatic purpose, as authorized by a senior administrator. For more detailed guidelines on caring for ASD facilities, click here or check with your division or space supervisor.

ID BADGES For safety and security reasons, all adults are provided with an ASD ID badge to access the campus. This includes employees, board members, substitutes, parents and extended family members, caretakers, volunteers, contractors, security, alumni, and visitors. All adults are required to openly display their ASD ID badge at all times. Visitors access is managed at security gates 1 and 5 in exchange for a picture ID. All other adults issued an ASD ID badge are required to use the card readers located near all entry gates to tap in upon entry and tap out upon leaving campus. Replacement ID badges may be requested via the IT Helpdesk for a replacement fee.

CAMPUS MAP We are proud of our beautiful 23-acre campus. To help you find your way, view this online campus map.

CAMPUS ACCESS GUIDELINES AND TIMES Access to the ASD campus is organized to ensure the safety and security of our students and employees and to appropriately safeguard and protect our facilities. Campus access times and guidelines can be found here. Reference to school recreational facilities (which are reserved for learning during the school day) applies to: classrooms, libraries, labs, weight room, indoor/outdoor tracks, gymnasiums, swimming pools and tennis courts. Community members are not permitted to hire outside providers to provide private lessons in any form on the ASD campus. For more information on campus access and security guidelines please refer to the Facilities & Operations page on Connect ASD.

CARING FOR ASD FACILITIES ASD maintains a beautiful campus and community members are asked to contribute to caring for the facilities they have access to as per the general guidelines below: • Litter: Community members are asked to keep the campus neat and litter free. Bins are provided all around campus and labeled for “paper”, “plastic” and “Non-recyclable” waste.

CAMPUS MAINTENANCE REQUESTS An online maintenance request form on Odoo Helpdesk should be completed for day-to-day maintenance needs (e.g., airconditioning not working, floor tile is broken, desk is broken, boxes need to be moved from one area to another). The Facilities and Operations personnel will respond to your request as soon as they are able. Requests beyond basic repair and maintenance and of a more permanent and capital nature, will be reviewed for prioritization with divisions/administration. Please connect with your supervisor if you have a request of this nature.

SAFETY AND SECURITY Safety and security are high priorities at ASD. We take a proactive approach to creating a safe and secure environment for all through contracted security personnel and close external partnerships. Events are continuously monitored and evaluated through a safety lens. ASD will not hesitate to cancel trips and/or events planned for locations that are determined to no longer be safe for travel. Employees are asked to support security efforts. Contracted Security Personnel: Operate on a 24-hour, 7 days a week schedule. Their primary role is to execute the ASD security policy and procedures for our campus. They are trained to increase their awareness and responsiveness to matters specific to this region, and in their focus on monitoring guests who wish to access our campus. External Partnerships: ASD maintains close external partnerships with the local police, the Regional Security Office at the US Consulate and with an external security firm. These partnerships provide professional guidance and advice on creating protocols and in our proactive planning efforts. These providers are well-positioned to provide ASD with further support as needed. Additionally, the Dubai police also have a daily presence on campus. Closed Circuit Television (CCTV): ASD has an extensive CCTV system that monitors activity on, and directly adjacent to the campus. CCTV footage is recorded, stored and will be reviewed as needed. Access is restricted to authorized personnel with prior approval from a Senior Leadership Team member or assistant principal as per the CCTV Regulations.

• Scooters/Bikes: These are not allowed on campus. If ridden to school, please leave with gate security on entry to campus and collect when exiting.

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TOBACCO, DRUG AND ALCOHOL-FREE CAMPUS

HEALTH OFFICE

ASD is committed to maintaining a tobacco, drug, and alcoholfree campus. Employees may not manufacture, distribute, dispense or possess a controlled substance (including alcohol or anabolic steroids) on school property, at any school activity or on any school-sponsored trip. For the purposes of this policy, “under the influence” means any detectable impairment or having consumed alcohol or controlled substances within the preceding 8 hours. Note: During school trips, an absolute prohibition on alcohol consumption applies throughout the duration of the trip, including after students are asleep — see the ‘Safeguarding Requirements for School Trips’ section in Section 6.

The Health Office may support Employees if the need arises. In order to continue to meet the needs of students at the highest level, please keep the following guidelines in mind: • The Health Office can provide medication for symptomatic treatment if an employee becomes unwell or injured during the school day. • Employees are encouraged to have a personal physician in Dubai. The Health Office can provide you referrals to recommended physicians, clinics, or hospitals. • In order to efficiently care for students and have them return to class, please allow students to be served first when visiting the Health Office.

UAE Law on Controlled Substances: The UAE has strict laws regarding controlled substances. Possession, use, trafficking, or being under the influence of illegal drugs is a criminal offence, which may result in imprisonment, fines, and deportation. Employees should be aware that traces of certain substances may remain detectable in the body for extended periods after consumption, including consumption in other jurisdictions. Any positive drug test, regardless of where consumption occurred, may constitute grounds for termination and may result in criminal prosecution under UAE law.

If you need to contact the Health Office, call 0545817482 Monday through Thursday, 8:00 a.m. - 5:00 p.m. or Friday, 8:00 a.m. - 12:30 p.m.

Appropriate action will be taken, up to and including, dismissal of any employee found to have engaged in prohibited conduct listed above, which may impair their job performance and put themselves or others at risk. In addition, appropriate action will be taken up to and including the dismissal of any employee who is in direct violation of the UAE law as it relates to controlled substance use. This includes those hired directly or indirectly by the school.

• share ASD’s Makani number: 16 827 77 215

EMERGENCY PROCEDURES All emergency procedures are updated, published and distributed annually. Employees are directed to review the guidelines provided to them by their divisional or department offices. This includes procedures for lockdowns, fires and other emergencies. Anyone with an immediate need for emergency treatment of any student or adult on campus needs to inform the designated ASD Employee and should call Dubai Ambulance or Police at 999. The American School of Dubai maintains a list of doctors and therapists which may be of use to any victims of abuse, neglect, harassment, or exploitation. These resources are available from the Health Office, Divisional Counseling offices, and the Office of the Director of Student Services.

If it is an emergency or outside the Health Office hours: • call 999 • specify American School of Dubai • share this address: corner First Al Khail St. and Hessa St. across from Saudi German Hospital; • call ASD Security at 050-651-2531 to help direct the ambulance to the nearest gate Medication Administration to Students: Employees must not administer any medication to students (including over-thecounter medications such as paracetamol, antihistamines, or cough medicine) unless they have: (a) completed the school’s medication administration training; (b) received written authorization from the school nurse or designated medical officer; and (c) obtained documented parental consent for that specific medication. All medication administration must be recorded in the student’s medical log. In a medical emergency, staff should contact the school nurse or call emergency services (999) rather than administer medication.

EMPLOYEE PRIVATE SPACES ASD works to provide space to accommodate the employee’s personal and professional needs. Two private areas available to employees include: Prayer Space: Located in Room B235, opposite the 2nd floor secondary library entrance is available year round for privacy. Additional spaces are also identified in each divisional building. Additional prayer rooms are made available during the month of Ramadan for students and staff to use. Nursing Room: Located in Room B209 (near the HR Office). This space provides users with a private space and is accessible with a key that can be obtained from the Facilities Office in Room B203 (near the HR Office).

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CHILDCARE: DURING THE SCHOOL YEAR

American School of Dubai

Supervised childcare before and after school for the Authorized Dependents of full-time employees whose children attend ASD will be provided at no charge. This service begins when the academic year begins. Timings and locations for childcare can be found here. During employee in-service week, childcare is available through an external vendor for a fee. Childcare will also be offered on Professional Learning days and Parent-Teacher Conference days. Should the school schedule any meetings/events on Friday afternoons where attendance for employees is required, childcare will be provided if sufficient demand exists. Details on these offerings will be shared in advance of the events.

(Opposite Saudi German Hospital) Al Barsha 1 Dubai, United Arab Emirates PO Box: 71188 Makani No.: 16827 77215 ASD offers a US mail service for employees through UPS. The service is available for cards, letters and postcards; ASD is unable to support high-volume mailings or packages. Cards, letters and postcards may be brought to the main reception desk by 2:30 p.m. on the posted mail days. All letters must have US stamps and a return address noted. US stamps are available for purchase for AED 3 at the Main Reception desk. View the Mail and Packages page on Connect ASD for the annual US mail service schedule.

FOOD SERVICES AND DINING Employees have multiple options for food service and dining at ASD. ASD contracts a food service provider offering pre-plated, healthy hot and cold lunch options for students and employees. There are a variety of payment methods including ASD ID badges for the cashless pay system to purchase lunches and snacks in the MS/HS Cafeteria, coffee shop, and kiosks. Full details regarding the current providers, dining options and how to set-up and recharge the cashless payment services can be found in the Lunch (Faculty & Staff) section on Connect ASD. Employees may also place individual orders from outside vendors. These should be delivered to Gates 1 or 5 for employees to collect.

NATIONAL ANTHEM ETIQUETTE The UAE national anthem is played each morning, prior to the start of classes. Community members are required to stand in silence, out of respect for our host country throughout the duration of the Anthem.

PARKING FOR EMPLOYEES

LOST AND FOUND If an item of value is found, it will be taken to the ASD Main Reception or to Security at Gate 1. This includes money, mobile phones, cash, jewelry, keys, and expensive eyewear. Please see the school division office for any other lost or found items.

MAILBOXES/MAIL DELIVERY Each employee is assigned an internal mailbox, which can be found in a designated area within their division or department. Employees are required to check their mailboxes regularly to ensure receipt of important information. Employees working in a PreK-12 role, in an office space, will receive their mail in the office where they are located through an internal mail delivery system. Employees are permitted to receive personal mail to ASD, which will be delivered as described above. All packages must include: Full Name of the ASD employee and Department/ Division. The ASD address is:

Gate 1, Corner of First Al Khail Road and Hessa Street

In order to access the employee parking structure, vehicles must be registered via the Vehicle Registration Form which employees will be asked to update every two years. Additionally, employees must collect and display a parking sticker annually on the windshield. It is important to remember to remove the ASD parking sticker from your vehicle windscreen before selling it. A limited number of allocated parking spaces are available for people of determination by submitting a request to the Director of Facilities. Requests will be considered, for a limited duration, subject to the advice of a certified treating physician. Carpool spaces are designated on the ground floor for employees provided that two or more people, residing in more than one home, are riding in the same vehicle. Employees must follow all directional signs at all times in accordance with traffic laws in Dubai.

PARKING FOR VISITORS Visitor parking is available around campus for a fee through the Roads and Traffic Authority meters. Parking in the lot and on the street at Gate 4 is free of charge.

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PROFESSIONAL ATTIRE

CHAPERONING STUDENT ACTIVITIES

ASD employees are expected to dress professionally while at work, in a manner that is appropriate for a school environment in Dubai and respectful of UAE culture, Islamic values, and local laws. The general expectation is business casual attire. Appropriate attire may include shirts with collars, blouses, sweaters, dresses, skirts, trousers, pantsuits, and smart sandals. Jeans and ASD spirit wear may be worn on Fridays or other approved dress-down days, provided they remain professional and modest.

Travel experiences are important learning opportunities for ASD students. ASD offers a number of student learning experiences, including overnight travel. In these circumstances, employees act as support and chaperones for the programs. A minimum of two co-trip leaders must be identified for any overnight travel.

Employees are welcome to wear special attire to celebrate approved events and occasions, including student spirit days, UAE National Day, Diwali, Halloween, and similar school events. Event attire should follow the general expectations noted above.

RECEIVING GIFTS Employees must avoid any actual, potential, or perceived conflict of interest arising from gifts, hospitality, loans, gratuities, favors, services, discounts, entertainment, or other benefits offered by students, parents, guardians, vendors, contractors, prospective vendors, or any other person connected with ASD. Employees must not solicit any gift or benefit and must not accept any gift or benefit that could reasonably be understood to influence, reward, or appear to influence the employee’s professional judgement, duties, assessment of students, procurement decisions, disciplinary decisions, admissionsrelated decisions, or other ASD business. Cash, cash equivalents, vouchers, loans, personal services, and gifts or benefits conditional on favorable treatment are prohibited. Employees must disclose any gift or benefit that may fall within this section before accepting it where practicable, or as soon as possible after receipt if prior disclosure is not practicable. Disclosure should be made to Human Resources. ASD may require the employee to decline, return, donate, share, or record the gift or benefit. Failure to comply with this section or misuse of position for personal or student-related advantage may result in disciplinary action up to and including termination of employment, Corporate Solicitations and Vendor Benefits: Employees must not request, solicit, accept, or retain gifts, hospitality, commissions, referral fees, discounts, sponsorships, donations, entertainment, travel, meals, or other benefits from vendors, contractors, prospective vendors, or corporate contacts unless expressly approved in advance by the Superintendent or handled under ASD’s corporate solicitation procedures. Corporate solicitation guidelines and procedures are set by the Communications Office. Employees must refer to any corporate solicitation or proposed vendor benefit to the Director of Admissions and Community Outreach before making any commitment or accepting any benefit.

Employees acting as chaperones must comply with the Overnight Travel Chaperone Expectations and with all related conduct and safeguarding requirements set out elsewhere in this Handbook, including Section 3 (Safeguarding at ASD), the Tobacco, Drug and Alcohol-Free Campus section, the Professional Conduct section, and the Appropriate Technology Use section. Safeguarding Requirements for School Trips: Before accompanying students on trips, chaperones must complete any safeguarding training required by ASD. School trips must maintain the minimum adult-to-student ratios specified in the Curriculum Trips Standard Operating Procedures Handbook and must include at least two adults at all times. Sleeping arrangements, room allocations, emergency supervision, and any situation involving one-to-one contact with a student must be planned and managed in accordance with the Code of Conduct and Section 3 (Safeguarding at ASD), including the Prohibited Conduct provision on Overnight Accommodation. Any concern about student safety, well-being, behavior, safeguarding, or professional boundaries during a trip must be documented and reported in accordance with Section 3 (Safeguarding at ASD), including the mandatory reporting and documentation requirements. Chaperones must also comply with the Tobacco, Drug and Alcohol-Free Campus section; during school trips, the prohibition on alcohol and impairing substances applies throughout the duration of the trip, including after students are asleep. Photography During Travel: Employees must comply with the sections on Safeguarding at ASD and Data, Privacy and Confidentiality when taking, using, storing, or sharing student images during trips. When traveling with students in the UAE or internationally, employees must also be aware that photographing certain locations may be prohibited under UAE law and may constitute a criminal offence. Restricted locations may include government buildings, military installations, embassies, royal palaces, airports, and ports. Employees must brief students on these restrictions before any trip and, when in doubt about whether photography is permitted, must not photograph.

SCHOOL ISSUED PHONES ASD provides a device and/or plan for individuals in senior leadership roles, in a position requiring them to take emergency calls outside of hours, and when their position requires them to conduct regular and significant job related calls. When a phone is issued, these Guidelines apply.

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Getting Things Done at ASD

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REQUESTING TIME-OFF (LEAVES) Employees are provided with a variety of time-off plans designed to support them in dealing with their personal and professional affairs. It is important to note that any time an employee is absent they must submit a request in the ASD ERP (Odoo) as per the application procedures outlined in this section, below. Application guidelines: Employees must submit a time-off request in the ASD ERP each time they are absent from work for two hours or longer. Approvals: All standard time-off requests must be approved in advance by the employee’s supervisor. Emergencies and unplanned leaves (sick leaves, etc.) must be reported immediately and entered in the ASD ERP as soon as the Employee is able to do so and prior to the published monthly blackout periods in order to ensure that substitutes are paid promptly. Once time-off is approved, a member of the Human Resources team will validate the leave (confirming compliance with related criteria) in the ASD ERP portal. Emergency (unplanned) time-off: When an emergency arises, the employee is asked to contact their immediate supervisor for guidance on time-off types, to ensure that a substitute is secured as required and must apply for the time-off in the ASD ERP as soon as they have access and are physically able to. Beginning time-off: ASD employs both year-round employees and employees who work only during the academic year (when school is in session). For year-round employees, approved time-off will begin on the first working day within the requested dates. For employees who work only during the academic year, approved time-off will begin on the requested start date, regardless of whether school is in session at that time. This means that if an employee’s leave is scheduled to begin during a school holiday period, the leave will commence on the requested date rather than being delayed until the employee’s next scheduled working day. All time-off requested during the months of July and August when school is not in session will begin as they occur (and not on the first working day). Blackout dates: To support payroll processing, the ASD ERP time-off module will be offline and unavailable for two to four working days monthly. Those dates are identified and published by the HR team at the beginning of each academic year.

Carry-over: Time-off does not carry over to future years with the exception of the following: • Sick leave: Unused paid sick leave (up to 15 days per year) will roll over to successive contract years until the employee’s accumulated unused paid sick leave reaches 60 days - the maximum allowed amount. • Annual leave: Employees contracted to work year-round (and do not work only when school is in session) are able to rollover up to 5 unused annual leave days which must be used on or prior to July 31 of the following year. Combined time-off: At times, combining time-off types is permissible - as outlined in this handbook. When approved, the employee must submit a time-off request for each time-off type separately. Part-time Employees’ Eligibility: Employees contracted to work part-time are granted time-off credit pro-rated to the period of time for which they are contracted to be employed. Time-off requests during ASD holidays: While the ASD ERP will disregard a UAE holiday when calculating an employee’s time off balance that includes such holidays, it will not do so with ASD holidays. Employees who work only the academic calendar should bear this in mind as they submit their time-off requests to avoid ASD holidays being factored in as an absence against their balance. Transferability: Time-off is provided individually to employees (meaning it cannot be transferred to another employee). Unused leave: Employees are not entitled to pay in lieu of unused time-off, with the exception of unused annual leave at the time of termination of employment - where pay in lieu of unused annual leave is paid out to non-academic operational employees (who work year-round) with their other end-ofemployment payments upon their departure from ASD, in accordance with the UAE labor law. An employee seeking time-off outside of the parameters outlined in this Handbook are required to request an exception by contacting the Superintendent in writing and outlining the circumstances warranting an exception. If approved, time off may be deemed as unpaid time-off. Step-by-step instructions outlining the application process can be found in this brief Time Off Application Guide. We highly recommend contacting a member of the HR team, in advance, regarding planned time off.

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TYPES OF LEAVE PAID TIME-OFF TYPE

LIMIT

DAYS

CONDITIONS

COMBINE WITH

ACCRUAL

GUIDELINES

Sick

Working days

Inform supervisor and office coordinator/HR if substitute is required. Time-off application must be submitted.

Maternity

Up to 60 days

Maternity

None

Employees are required to review these Leave Guidelines which describe all terms and conditions applicable to time-off and leaves at ASD. Employees that have accumulated up to 60 sick leaves (rolled over from previous years) have the right to use them when needed in subsequent years and they are fully paid.

A medical certificate from a licensed medical practitioner is required if absence is three days or more. Employees are entitled to 15 days of paid sick leave per year and 30 days at half pay. Paid sick leave entitlement accrues after the completion of the probation period. Employees who are genuinely unwell during probation should notify their supervisor and may be absent, but such absence will be unpaid unless otherwise determined by ASD. Personal

Working days

Pre-approval required by supervisor and time-off application submitted to ensure sub is booked if needed, and at least three working days’ notice must be given, except in emergencies.

Paternity Parental Bereavement

Personal leave cannot be taken adjacent to a public or school holiday or during the last month of school (June). If leave needs to be taken during these time frames, the employee will be asked to provide a reason and request approval from the superintendent. If granted, the day against the public or school holiday will be counted as an unpaid personal day. Personal leave is not applicable for employees who are eligible for annual leave. Bereavement

Working days

Up to10 working days for any of the following (inclusive of travel): parent, mother- or father-in-law, grandparent, child, grandchild, sibling.

Personal

None

Maternity

Up to 5 days

Inform supervisor and office coordinator/HR if substitute is required. Annual Leave (year-round employees only)

Working days

Pre-approval required by supervisor and time-off application submitted in advance. Not applicable to employees whose work is restricted to the Academic Year.

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Paternity Parental Bereavement

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PROFESSIONAL LEAVE TYPE

LIMIT

DAYS

CONDITIONS

COMBINE WITH

ACCRUAL

GUIDELINES

Professional Learning

N/A

Working days

Pre-approval required by supervisor and time-off application submitted to ensure sub is booked if needed.

Personal

None

Work Related

N/A

Working days

Pre-approval required by supervisor and time-off application submitted to ensure sub is booked if needed.

None

Employees are required to review these Leave Guidelines which describe all terms and conditions applicable to timeoff and leaves at ASD.

BIRTH OF BABY/NEW CHILD ARRIVAL PAID TIME-OFF TYPE

LIMIT

DAYS

CONDITIONS

COMBINE WITH

ACCRUAL

GUIDELINES

Maternity

Calendar days

Pre-approval required by supervisor and time-off application submitted to ensure suitable sub is booked if needed.

Personal

None

Employees are required to review these Leave Guidelines which describe all terms and conditions applicable to timeoff and leaves at ASD.

Sick leave Parental

Maternity leave may start on the last day of the month before the baby is due, if confirmed by a certificate from a medical provider. Adoption Leave

Parental

Calendar days

Working days

Pre-approval required by supervisor and time-off application submitted to ensure sub is booked if needed.

Maternity

Used in the academic year in which it started

Sick leave

Pre-approval required by supervisor and time-off application submitted to ensure sub is booked if needed.

Maternity

None

Paternity Personal

Paternity Personal Sick leave

Available to either parent to be taken within six months of birth of baby

In addition, for a period of six months following delivery, nursing mothers are entitled to one or two nursing breaks daily totaling one hour, with full pay, in accordance with the UAE Labor Law.

This is in addition to maternity and paternity leave entitlements and can be taken over a continuous or intermittent period. Paternity

Working days

Pre-approval required by supervisor and time-off application submitted to ensure sub is booked if needed.

Personal Parental sick leave

To be taken within six months of birth of baby

Employees who experience exceptional circumstances requiring additional time-off, or extensions to time-off requests, must inform their supervisor first then contact the Superintendent outlining the request with details regarding the circumstances. If approved, the superintendent will determine if the additional days will be considered paid or unpaid time-off.

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Study Leave: In accordance with Article 32(7) of UAE Federal Decree-Law No. 33 of 2021, employees who have completed two years of continuous service with ASD and who are enrolled in an accredited educational institution in the UAE are entitled to 10 working days of study leave per year to sit for examinations. Study leave is subject to approval and must be supported by documentation from the educational institution. Study leave does not carry over to subsequent years.

If plans change after a substitute is booked: If for any reason, the employee’s plans change and there is no longer a need for a substitute, it is the employee’s responsibility to inform their divisional office coordinator and the human resources team via email (human-resources@asdubai.org ) to cancel substitute arrangements. This is very important so that the substitute can be removed from the coverage schedule and the leave record amended by the Human Resources team.

Hajj Leave: Muslim employees who have completed one year of continuous service with ASD are entitled to 30 calendar days of unpaid leave to perform Hajj pilgrimage. This leave may only be taken once during the employee’s entire period of service with ASD and is subject to prior approval.

Feedback regarding the substitute: Feedback regarding the substitute can be provided via the Substitute Feedback Form which can be submitted to the divisional office coordinator of the Human Resources Office. Providing feedback regarding the substitute is an important part of the process.

REQUESTING A SUBSTITUTE

CENTRAL PURCHASING CENTER

ASD has an extensive group of available substitutes to ensure the continuity of learning and programs in the absence of an ASD employee.

The Central Purchasing Center (“CPC”) is the centralized department for all the school’s procurement to ensure internal efficiencies, time savings, and harmonizing product offerings with school approved vendors. Part of CPC is the school store which can be found in the Elementary School Building, Room E132 (next to the Elementary School Office). Employees are welcome to visit the school store to obtain classroom and/or office supplies.

How to book a substitute in advance: When requesting time off through the ASD ERP (Odoo), the employee must request a substitute, if required, and note their preferred substitute (if any). Whenever possible, the request will be honored unless the substitute is committed to another assignment. How to book a substitute last minute (due to sickness/ emergency): During working hours, contact the divisional office coordinator. Outside of work hours (16:00 pm – 21:00 pm and 6:00 a.m. - 7:45 am), contact the emergency substitute coordinator at +97156-548 6865 and message your supervisor. After the request is made: The after hours substitute coordinator or the divisional office coordinator will book the substitute and confirm details to the faculty or staff member, including the name of the substitute, date(s) he/she will be covering the faculty or staff member’s absence, and the substitute’s contact information. The employee provides lesson plans (teachers) or work plans (other employees). If the employee is not in a position to provide lesson/work plans (due to an illness or emergency), plans will be made with a colleague, team lead or the direct supervisor The employee’s responsibility: in all cases (planned or sick/ emergency related absence), it is the employee’s responsibility to: • Inform the supervisor • Request the time-off via the ASD ERP (Odoo) as soon as possible or after returning from the leave if unable to apply in advance due to illness and/or emergency. • Review the information shared in the email and inform the substitute coordinator immediately if any inaccuracy is detected • Email the appropriate lesson plans, along with any duties or additional responsibilities that may be required to support the faculty or staff member’s absence. The lesson plans will be accessed by the assigned substitute through the applicable, divisional email address below: hslp@asdubai.org for High School mslp@asdubai.org for Middle School eslp@asdubai.org for Elementary School

PHOTOCOPYING AND PRINTING Photocopying: High volumes of copies should be submitted through the online portal (https://print.asdubai.org/job-ticketing) to the Copy Center, Room E132. For large-format printing jobs, an HP Plotter (large scale printer) is available to employees in the Copy Center. It is available for the purpose of enhancing teaching and learning at ASD; it is not available for community use. Submit jobs at least two days in advance to ensure timely processing of requests. Contact the Copy Center Coordinator for questions. Printing: Multifunction printers can be found in workrooms and offices around campus and are accessible to employees for small print jobs needed for day-to-day work. The Middle and High School quads also have printers on each floor in common areas, and maintain a high-speed printer in the divisional mail room. Refer to the Employees > Technology page on Connect for information about using the printing system and submitting jobs to the Copy Center. Printed materials containing confidential or personal data that are no longer required must be securely shredded or disposed of via ASD’s confidential waste procedures. Employees remain responsible for the secure handling of all printed materials containing confidential information. Copyright and Intellectual Property: Employees must comply with applicable UAE intellectual property legislation when photocopying, printing, scanning, or reproducing any materials. Employees must not reproduce, copy, or distribute third-party copyrighted materials (including textbooks, articles, images, software, audiovisual content, or other protected

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works) unless: (a) the reproduction falls within a permitted exception under UAE copyright law (such as fair use for educational purposes within the limits prescribed by law); (b) ASD holds a valid license or permission from the rights holder; or (c) the materials are in the public domain. Approval of a divisional Principal is required before photocopying a significant volume of third-party materials or reproducing materials in bulk. Employees who are uncertain whether a proposed reproduction is permitted should seek guidance from the Copy Center Coordinator or divisional Principal before proceeding. ASD will not be liable for any claims arising from an employee’s unauthorized reproduction of third-party materials, and employees may be required to indemnify ASD in respect of any costs, damages, or legal fees incurred as a result of such infringement. Generative Artificial Intelligence and Copyright: Employees should be aware that the use of non-approved generative artificial intelligence (AI) tools may constitute unauthorized reproduction, distribution, or communication of copyrighted materials under UAE Federal Law No. 38 of 2021 on Copyrights and Neighboring Rights. Many free or publicly available generative AI platforms incorporate submitted content into their training datasets, which may amount to the reproduction or distribution of such content to third parties. Accordingly, employees must not input, upload, or submit any copyrighted materials, including but not limited to educational resources, textbooks, lesson plans, assessments, images, or any other ASD-owned or third-party copyrighted works, into any generative AI tool that has not been expressly approved by ASD for such use. Violation of this provision may expose both the employee and ASD to civil and criminal liability under UAE copyright law, and employees may be required to indemnify ASD in respect of any costs, damages, or legal fees incurred as a result of such infringement. Confidentiality Reminder: Materials reproduced using ASD photocopiers and printers may contain confidential information belonging to ASD, its students, parents, employees, or third parties. Employees must handle all such materials in accordance with their confidentiality obligations as set out in their employment contracts and Section 2 (Employee Data, Privacy and Confidentiality) of this Handbook. Confidential information must not be disclosed, shared, or distributed to any person who does not have a legitimate need to receive it in connection with their ASD duties. Breach of confidentiality obligations may result in disciplinary action, up to and including termination of employment, and may give rise to legal liability under UAE law.

DOCUMENT REQUEST FROM HUMAN RESOURCES Requests for letters of no objection, salary certificates, verification of employment, tenancy contracts, etc., can be made through Self Service. Documents and letters requested by the employee will be available within three working days and will be sent to the employee’s mailbox OR digitally as per their request. All requests must be submitted through Odoo to ensure there is no delay in receipt.

UPDATING PERSONAL INFORMATION It is the employee’s responsibility to ensure that their data, as well as that of their Authorized Dependents and immediate family members (even those who are not declared as Authorized Dependents), are always recorded accurately. This can be done through Self Service where personal details, Emirates ID, passport, residency visa information can be uploaded directly by the employee. The HR team will remind all employees at the start of each year to ensure that their information is current. It is also very important to ensure that the employee has an emergency contact person identified with their contact information shared with the Human Resources team in case of any emergency.

ENROLLING IN THE UAE’S UNEMPLOYMENT INSURANCE (INVOLUNTARY LOSS OF EMPLOYMENT - ILOE) All employees are required by the UAE government to subscribe to the ILOE scheme. This scheme provides a monthly cash benefit (up to 60% of basic salary, capped at AED 20,000) for up to three months in the event of involuntary job loss. Subscription is the responsibility of the employee, with a nominal annual premium. Failure to subscribe may result in fines imposed by MOHRE. ASD will assist employees with the subscription process. Follow these steps to register for the UAE ILOE scheme. If you have any questions regarding this, please reach out to a member of the HR team. For new employees, HR will communicate instructions on how to do this at the beginning of each school year.

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ENROLLING YOUR CHILD AT ASD The general enrollment timeline is in the fall of the year prior to the year of enrollment. The Admissions Office is located on the ground floor of the Administrative Building, near the Main Reception. It is the employee’s responsibility to contact the Admissions Office in the fall/ of the year prior to the intended admission of their child, to initiate an application process and to understand application deadlines. ASD employees are required to comply with the same regulations as any other parent whose children are enrolled at ASD. This includes, but is not limited to, signing KHDA contracts, completing paperwork for admissions and registration, completing re-enrollment forms, and updating contact information.

Employees and their Authorized Dependent must not travel outside the UAE during the residency visa issuance or renewal process. If an employee or Authorized Dependent travels during this period and ASD is required to restart the process, all associated costs will be the employee’s sole responsibility. Employees must notify the PRO of any planned travel to ensure they remain available in the UAE throughout the visa issuance or renewal process. UAE government procedures are subject to change. Accordingly, updated procedures will be communicated to relevant employees in writing on an annual basis. Employees should direct any questions regarding visa or immigration procedures to the PRO.

SCHEDULING EVENTS RENEWING OR ISSUING A RESIDENCY VISA OR EMIRATES ID ASD’s Public Relations Officer (PRO) initiates and coordinates the issuance and renewal of residency visas and Emirates IDs for employees who are under ASD’s direct sponsorship and their Authorized Dependents. If an Authorized Dependent remains outside the UAE for more than 6 months, their residency visa may be cancelled by UAE authorities, and government fines may apply. The employee is responsible for any such fines. If ASD incurs fines or penalties as a result, ASD may deduct the amount from the employee’s salary. Children attending university outside the UAE will not have their residency visa renewed upon expiration. Employees are required to notify Human Resources promptly when an Authorized Dependent is no longer residing in the UAE. Employees are also responsible for providing the documents needed for visa issuance or cancellation, which may include:

ASD is an active campus. Many events and activities are scheduled all year round. Planning and booking in advance remain key in ensuring that events are scheduled and effectively planned for in advance. Click the following link to access the facilities & events online booking form.

PHOTOGRAPHY REQUEST The Communications Office would love to capture as many campus events as possible with photography and video, and to showcase student learning through stories and social media. If you have an upcoming event—or an interesting class project— and would like to request photography, please submit the Marketing/Communications Project Request Form.

• valid passport copies; • high-resolution passport photographs; • attested degrees and qualifications (where applicable); • bachelor’s degree transcripts (where applicable); • marriage certificate and Authorized Dependent’ birth certificates. The employee is responsible for the cost of obtaining the documents listed above. ASD will bear the cost of attesting such documents once only as per approved framework amount, during the employee’s initial hiring process and residency visa issuance. Human Resources will advise the employee which documents require attestation and will arrange for the attestation to be completed through ASD’s authorized vendor. Any attestation costs incurred after the employee’s first year of employment are the employee’s sole responsibility. For employees whose residency visas expire between 1 June and 15 August, the renewal process will be initiated in May or early June. For visas expiring at any other time during the academic year, the PRO will contact the employee by email to commence the renewal process.

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Recruitment and Hiring

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EQUAL OPPORTUNITY EMPLOYMENT

POSTING VACANCIES

ASD provides equal employment opportunities to all employees and applicants and prohibits discrimination on the basis of any characteristic protected by UAE federal law. In accordance with UAE Labor Law, discrimination in employment on the basis of race, color, gender, religion, national origin, social origin, or disability is specifically prohibited and actionable. This commitment extends beyond the employment context to include the treatment of all students, parents, and community members. All employees are expected to demonstrate respect for equal opportunity principles in their interactions with the entire school community.

Vacancies, once confirmed, are widely posted for maximum reach. In addition to posting on the ASD website, recruitment platforms (i.e. Search Associates, International School Services, Schrole, etc.), specific list service, and/or other platforms may be utilized to attract a wide-range of candidates. Internally, vacancies are also posted, along with specific application details for employees to follow.

Employees who believe they have been subject to discrimination may raise the matter through the grievance procedure set out in this handbook, or directly with the Ministry of Human Resources & Emiratisation (MOHRE). Retaliation against employees who report such concerns in good faith is strictly prohibited and may itself constitute grounds for disciplinary action against the retaliator. Gender Pay Equality: ASD is committed to providing equal pay to male and female employees who perform work of equal value. Discrimination in wages based on gender is prohibited. Prohibition of Forced Labor and Harassment: ASD prohibits all forms of forced labor, psychological or physical violence, and sexual harassment in the workplace. Anti-Discrimination Protections: In accordance with the Labor Law, discrimination in employment on the basis of race, color, gender, religion, national origin, social origin, or disability is prohibited. This includes discrimination in recruitment, hiring, promotion, training, termination, and conditions of employment. Document Non-Retention: In accordance with Article 13(5) of UAE Labor Law, ASD does not confiscate, retain, or withhold employees’ personal documents including passports, Emirates IDs, or educational certificates. All original documents submitted for processing purposes (such as visa applications, KHDA registration, or background checks) will be returned promptly to the employee upon completion of the relevant process. No employee is required to surrender their personal documents as a condition of employment or continued employment.

THE RECRUITMENT PROCESS ASD follows a structured and inclusive recruitment process with time and space to learn about candidates and for candidates to learn about ASD. The divisional leaders, department administrators, Human Resources team as well as Superintendent and Associate Superintendent are involved in and facilitate the process. Whenever possible and time permitting, members of teams and/or teacher leaders participate in the selection process. When PreK-12 leadership positions become available, interview panels are often formed where employees may volunteer to participate in the selection process. All hiring decisions are made ultimately by the Superintendent.

All posted positions include a job description, clear application deadlines and minimum job requirements. Vacancies are confirmed following a written resignation of an outgoing employee or, in the case of a new position, once approved by the Superintendent through the annual budget process. Internal Applicants: Employees interested in applying for a posted vacancy must inform their immediate supervisor first, then apply by submitting a letter of interest and updated resume and cover letter via email to human-resources@asdubai. org within the published deadline. All candidates will receive feedback regarding the status of their application from a school administrator. External Candidates: All vacancies are posted once a vacancy has been confirmed via a letter of resignation. All external candidates are required to apply for posted positions through the ASD website and other recruitment platforms. This includes substitutes, external coaches and employee family members. ASD substitutes are considered external candidates. Candidate Referrals: ASD welcomes applications from candidates who have been referred by employees and/or ASD community members. Referees should (1) alert a member of the Human Resources Office of their referral and, (2) ask their contact to formally apply for a posted position.

SAFE HIRING To confirm employment and during the course of employment, as needed, international criminal background checks will be conducted for all direct employees, external vendors, substitutes and volunteers through a professional and credentialed external agency with expertise in the field and who have experience working with international schools and organizations. The background screening process includes a historical review and comprehensive criminal background check covering the ten (10) year period preceding the date of conducting the search. This includes screening in the employee's home country (passport country), as well as any overseas addresses that he/ she has had over the course of the preceding ten (10) years. Additionally, those who have been residing in Dubai for ten (10) years or longer must provide a local background check conducted in the UAE. This applies to external coaches, after school activity providers, volunteers, and outsourced employees who are also required to provide a UAE police check and are bound by ASD’s child protection policies just like all other employees. Professional references are also conducted on all employees as part of our due diligence process.

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Employee Onboarding and Offboarding

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ASD maintains a comprehensive onboarding and offboarding program, designed to support employees through every stage of their employment cycle.

ONBOARDING Onboarding begins at the time of hire and extends through the first year at ASD. To support the onboarding process through the first academic year, ASD will organize a combination of face-to-face checkins with new employees as well as surveys, capturing their impressions which will be used in planning for future years. Additionally, the new employees will meet in smaller groups in their divisions or departments to ensure that their questions are answered and that their settling-in process is going well. This program is facilitated by the Superintendent in collaboration with the Human Resources Team.

OFFBOARDING The goal of offboarding is to ensure departing employees understand their obligations, receive the support they need, and can complete all departure procedures smoothly. ASD hosts a departure information meeting for all departing faculty in late January or early February each year. This meeting covers the departure process, including procedures for leaving ASD and the UAE (where applicable). A departure procedures handbook is prepared annually and shared before the meeting. It is also available in the Human Resources section of Connect ASD. For support staff, the departure meeting is held in May each year, as the date when vacancies are confirmed is not known until April. The same program described above is mirrored for the support staff and the support staff departure procedures handbook is also shared and published as noted above. Termination for Cause: Where an employee’s contract is terminated for cause (including summary dismissal under Article 44 of UAE Labor Law), the following applies: a. A SD will provide written notice of termination stating the grounds for termination. Where summary dismissal applies under Article 44, no notice period or payment in lieu of notice is required.

Mid-Academic Year Departure: Employees on Academic Year contracts are expected to complete their full contractual term. While employees have the right to resign by serving the notice period in their employment contract, ASD strongly encourages employees considering mid-year departure to discuss their circumstances with the Superintendent as early as possible. The following applies: a. Employees considering mid-year departure should notify the Superintendent in writing as early as possible, explaining their circumstances and proposed departure date. Early notice helps ASD plan for continuity and may allow for a mutually agreed transition. b. ASD may agree to waive or reduce the contractual notice period by mutual written agreement. Without such agreement, employees must serve the full notice period specified in their employment contract. c. Employees must complete all handover obligations before their departure date, including returning ASD property, finalizing grades or reports (where applicable), and transitioning responsibilities to colleagues or replacements. d. If an employee resigns without serving the required notice period, ASD is entitled to compensation equal to the employee’s remuneration for the notice period (or the unserved portion) in accordance with Article 43(3) of UAE Labor Law. Additionally, where the reason for termination is attributable to the employee, repatriation airfare and other discretionary benefits may not be provided. e. End-of-service gratuity and other statutory entitlements will be calculated and paid in accordance with UAE Labor Law, based on the employee’s actual period of continuous service.

EXIT INTERVIEWS Employees are encouraged to share their feedback prior to departing ASD. Feedback shared is reviewed by the Superintendent and Senior Human Resources Manager and patterns are identified and incorporated into school-wide and administrators’ goals. Names are withheld (unless the employee requests for their name to be shared). Employees are able to schedule a time with the administrator of their choice to conduct the exit interview.

b. The employee must return all ASD property (including keys, access cards, devices, and materials) and complete all handover obligations before their final day or as directed by Human Resources. c. The employee remains entitled to: (i) payment for all wages due up to the last day of employment; (ii) payment for accrued but untaken annual leave (if applicable); and/or (iii) end-of-service gratuity (if the employee has more than one year continuous service)), subject to any reductions permitted by law. d. All end-of-service payments will be made within 14 days of the termination date in accordance with UAE Labor Law. e. T he employee’s access to ASD systems, premises, and email will be revoked on or before the termination date.

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Employment Contracts

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Employment agreements (contracts) at ASD are limited term contracts and are renewed upon mutual agreement between the employee and ASD. All contracts are issued by the Human Resources Office and are signed by the Superintendent. The employee’s contract type depends on the role to which they are appointed and will be communicated to them via the Human Resources team. All contracts will include the employees’ basic information as well as the terms and conditions governing their employment. This Employee Handbook forms part of your contractual agreement with ASD, and its terms are incorporated by reference.

EMPLOYEE GROUPS

WORK SCHEDULE

All employees are organized into five main categories: Senior Leadership, Administration, Middle Level Leaders, Academic and Operations Staff.

Work Week: Most employees are contracted to work five days per week, 40 hours per week from Monday to Friday. Maintenance and field work staff are contracted to work six days per week, 48 hours per week.

1. Senior Leadership: Includes administrators who lead, manage and supervise divisions and/or key departments across the school. This includes members of the Schoolwide Leadership Team. These individuals are responsible for setting the strategic direction and are cost center managers, with ultimate responsibility for setting and overseeing major budgets in their areas. 2. Administration: Includes all associate principals who support the principals in day-to-day school management and operations. Associate principals operate in a distributive leadership role and also share the direct supervision of other employees as determined by the principal. Other employees in this category include Curriculum Directors, supporting curriculum development work across all grades and subjects and the Athletic Director who oversees schoolwide athletics. 3. Middle Level Leaders: Includes employees whose role is broad and supports and coordinates major school programs and activities or serve to support the divisional leadership teams to enhance teaching and learning. Positions in this category include: Academic Technology Coordinator & Technology Integrator, Arts & Activities Coordinator, Campus Recreation Coordinator, Aquatics Coordinator, Curricular Trips Coordinator and divisional Teaching and Learning Coordinators. 4. Academic Staff: The academic staff are employees who are directly involved in delivering instruction and/or supporting the classrooms. Several employee categories fall into this category as follows:

Working Hours: General school hours are from 7:45 a.m. 3:45 p.m. for all employees Mondays through Thursdays. On Fridays, students are dismissed at 11:30 and employees follow a special schedule requiring physical presence on campus until 12:15pm. followed by a prayer break and a flexible afternoon. Meetings on Friday afternoon are held from 1:30 - 3:45 p.m. Friday is considered as a full working day for employees, and the school reserves the right to schedule afternoon meetings and/or events where the employee's presence is required. Employees should plan to be available and ready to respond to work-related requests on Friday afternoons after the prayer break, unless an approved leave of absence has been applied for and approved through the usual and customary leave request process in advance. Any absence on a Friday will be considered a full day absence. Wednesday Faculty Meetings: On Wednesdays, faculty staff will engage in meetings and/or professional development work after school. Therefore, the work day will be from 7:45 a.m. 4:45 p.m. for Faculty on Wednesdays. Official Rest Days (Weekends): The official weekend is Saturday and Sunday with the exception for those working six days per week in which case, their official rest day will be Sunday.

- Instructional Faculty: classroom teachers who are assigned to deliver instruction to a classroom.

Working Hours During the Month of Ramadan: During the month of Ramdan, the school day and the employee working hours will be reduced by two hours per day as required by UAE law. A schedule outlining the specific hours is published in advance of the month of Ramadan.

- Unenrolled instructional Faculty: teachers who work directly with students but are not assigned to teach a classroom. Examples include counselors and the Food Design Specialist.

CONTRACT PERIODS

- Non-instructional Faculty: educators who directly support the teaching and learning but not in an instructional capacity. Examples include the Data Analytics Specialist, Technology Integrators, and school nurses. - Instructional Assistants: employees whose primary responsibility is to provide assistance to the instructional faculty (classroom teachers) to include individual support of students, working with a group of students, supporting grading, student supervision and clerical work. 5. Operations Staff: A group of middle managers and professional and operative/clerical staff who work to support the non-academic side of the school.

By default, contracts start on August 1 and end of July 31 of each contracted year term. The specified work schedule is identified based on the Employee’s position and their need to support learning, programs, and school operations. Operations Staff whose work supports year-round functions (Facilities & Operations, Finance, Human Resources, IT and Maintenance), work twelve out of twelve months. Academic Staff work is directly related to the academic year. The ASD academic year follows the KHDA prescribed academic calendar and all employees' start and end days are published annually. Annual leave is prescribed to them in the form of Spring Break, Winter Break, Summer Holiday and all other ASD and UAE Holidays that appear on the published school calendar. The total annual leave provided to academic-year

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employees exceeds the 30-calendar-day statutory minimum under Article 29 of UAE Labor Law. Any required attendance during school holidays for training or other school purposes will not reduce total leave below the statutory entitlement. On occasion, and due to a specific scope, level of responsibility, or an identified need, contracts may be adjusted and issued for any of the employee groups listed above. In those cases, the contracts will be calculated accordingly.

OTHER EMPLOYMENT AND TUTORING By law, employees must devote their working time, attention, and professional duties to their employer. Therefore, ASD employees are not permitted to undertake external employment, consultancy, paid services, business activities, or unpaid activities that may conflict with their ASD duties, working hours, safeguarding obligations, confidentiality obligations, visa or work permit conditions, or applicable UAE law. Employees must not commit to any external work before completing the approval process below: • discuss the proposed external work with their supervisor and confirm that it will not conflict with ASD duties, working hours, safeguarding responsibilities, confidentiality obligations, or school operations; • complete the applicable Request Form, including details of the proposed work, expected time commitment, compensation, location, students or clients involved (if any), and any required NOC, UAE permit, license, or approval; and • obtain written approval before accepting or commencing the external work. Approval is discretionary and may be refused, limited, suspended, or withdrawn where ASD reasonably determines that the external work may conflict with the employee’s ASD duties, performance, working hours, safeguarding obligations, confidentiality obligations, professional standards, visa or work permit conditions, or applicable law. Approval of external work does not waive the employee’s obligation to comply with ASD policies, the employee’s employment contract, UAE law, and any permit or licensing requirements. The employee is required to seek written permission to engage in any form of external employment from the Superintendent. Private Tutoring: Private tutoring outside ASD is not permitted except where all of the following conditions are met: • the tutoring does not involve any student currently enrolled at ASD, applying to ASD, or otherwise affiliated with ASD, unless expressly approved in writing by ASD and permitted by applicable law; • the employee obtains, maintains, and provides evidence of any required UAE private tutor permit, work permit, license, or approval from the Ministry of Human Resources and Emiratization (MOHRE), the Ministry of Education, KHDA, or any other competent authority before tutoring begins;

tutoring; does not use ASD premises, systems, resources, confidential information, student data, or ASD branding for tutoring; and does not represent the tutoring as approved, endorsed, or provided by ASD unless ASD has expressly confirmed this in writing. It is the employee’s responsibility to comply with UAE law, ASD policies and procedures, and all permit, licensing, visa, and regulatory requirements before and during any approved external work or private tutoring. Failure to obtain required approvals, failure to disclose external work or tutoring, tutoring in breach of this section, or undertaking external work that conflicts with ASD duties may result in disciplinary action, up to and including termination of employment, in accordance with the employee’s contract, ASD disciplinary procedures, and applicable UAE law. Tutoring by any party is not permitted on campus at ASD.

ONGOING DISCLOSURE OBLIGATIONS Employees have a continuing obligation to disclose certain matters during their employment with ASD. These disclosure requirements are essential for safeguarding students and maintaining the integrity of the school community. Criminal Charges and Convictions: Employees must disclose to Human Resources within 24 hours if they: (a) are arrested for or charged with any criminal offence (in any jurisdiction); (b) are convicted of any criminal offence (in any jurisdiction); (c) receive a police caution, warning, or equivalent; (d) are subject to any investigation by law enforcement, regulatory bodies, or professional licensing authorities; or (e) are made subject to any court order restricting their activities or contact with specific persons. Child Protection Matters: Employees must immediately disclose to the Senior Human Resources Manager or Superintendent if they: (a) are made the subject of any allegation of misconduct toward a child (whether substantiated or not); (b) are the subject of an investigation by any employer (current or previous), regulatory body, or child protection authority relating to conduct toward children; (c) have any court order, restraining order, or prohibition relating to contact with children; or (d) are aware of any matter that could affect their suitability to work with children. Consequences of Non-Disclosure: Failure to disclose required information may itself constitute grounds for disciplinary action, up to and including termination. The existence of a matter requiring disclosure does not automatically result in disciplinary action; the school will consider each situation on its merits. However, failure to disclose when required will be treated seriously.

• the employee complies with ASD’s conduct standards, safeguarding requirements, confidentiality obligations, data protection obligations, and conflict-of-interest rules when

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CONTRACT ISSUANCE, RENEWALS AND TERMINATIONS Contract Issuance: Employment contracts are issued to new employees after ASD has verified the employee’s prior experience, qualifications, and completed all required background checks (including criminal record checks and KHDA registration verification). All contracts are fixed-term contracts in accordance with UAE Labor Law. Contract Renewals: Contract renewal timelines are designed to support ASD’s recruitment planning and competitive positioning. The following timelines apply: • Faculty Contract Renewals: ASD competes globally for faculty candidates. The optimal timeline for extending offers is November of the year preceding the anticipated start date. The renewal process begins in October with a letter of intent. An early notification incentive may be offered to encourage those employees who have decided not to renew their contracts to declare their intentions early. Renewal contracts are issued in the first week of November to those employees who have confirmed their intention to renew. • Staff Contract Renewals: Support staff are primarily recruited from within Dubai and the UAE. The renewal timeline aligns with local recruitment cycles, with contract renewals issued in the week following the end of the spring break each year. Employees on a performance improvement plan or in a non-renewal process will be notified separately and in writing before the standard contract renewal timeline . Withholding Contract Offers: Employees on a performance improvement plan or with identified improvement needs affecting their future employment will be notified in writing if their contract offer is to be withheld pending the outcome of the plan. ASD is not obliged to renew any fixed-term contract upon its expiry; non-renewal at the end of a contract term does not constitute termination for the purposes of UAE Labor Law. Contract Terminations: A contract termination is an action taken by the school or the employee to end the working relationship. These decisions can be made unilaterally (by employee or the school) or mutually (agreed upon by both parties). All matters of termination will be handled in accordance with UAE Labor Law and ASD’s core values, with compassion and care. ASD will seek an amicable path to the termination of an employment relationship whenever possible. All termination reasons will be documented in writing and the employee has the right to be made aware of any issues preventing their rehiring at ASD or that may be shared in a reference check. Below are the parameters: • Mutual Agreement: When the employee initiates the termination of their employment within the established contract issuance process, the matter is considered to be by mutual agreement. At times, mutual agreement is reached prior to the completion of a contract where both parties agree that the contractual commitment cannot be honored by the employee. In all cases where the contractual relationship is terminated by mutual agreement, matters related to compensation and benefits are also agreed upon. • Unilateral Termination: When a termination decision is made by one of the two parties without mutual

agreement, there may be an impact on the employee (loss of compensation and/or benefits) or on the employer (compensation to the employee). The UAE Labor Law, impact on recruitment and timeline of the termination decision are considered when identifying any impact. Employees will be notified of any penalties and information to be shared in a reference check at the time of termination. End-of-Service Entitlements on Termination: Upon termination of employment for any reason, the employee is entitled to: (a) payment of all wages due up to the last day of employment; (b) payment for accrued but untaken annual leave; (c) end-of-service gratuity (if eligible); (d) repatriation airfare to the employee’s home country (if applicable); and (e) a certificate of service stating the employee’s dates of employment, job title, and final salary. All end-of-service entitlements must be paid within 14 days of the termination date in accordance with Article 53 of UAE Labor Law.

DISCIPLINARY PROCEDURES ASD is committed to addressing conduct and performance issues fairly and consistently. This section outlines the school’s approach to disciplinary matters. Informal Resolution: Where appropriate, minor conduct or performance concerns may be addressed informally through discussion between the employee and their supervisor, coaching, or written reminders of expectations. Informal resolution is preferred for first instances of minor issues where the employee has the capacity to improve. Formal Disciplinary Process: Formal disciplinary action may be taken where informal resolution is not appropriate, where an issue persists despite informal intervention, or where the severity of the matter requires formal action. Formal disciplinary action may include: written warnings; final written warnings; performance improvement plans; suspension pending investigation; and termination of employment. Investigation: Before taking formal disciplinary action for alleged misconduct, ASD will conduct an investigation to establish the facts. The scope and formality of the investigation will be proportionate to the seriousness of the allegations. The employee will be informed of the allegations and given an opportunity to respond. Summary Dismissal (Article 44 UAE Labor Law): In cases of gross misconduct, ASD reserves the right to terminate employment without notice or payment in lieu of notice, in accordance with Article 44 of UAE Labor Law. Conduct that may constitute grounds for summary dismissal includes, but is not limited to: assuming false identity or submitting forged documents; committing an act harming the school or deliberately damaging property; violating safety instructions; being intoxicated or under the influence of controlled substances during work; assaulting a colleague, supervisor, or student; disclosing confidential information causing harm to the school; being absent without valid reason for more than 20 intermittent days or more than 7 consecutive days in one year; unlawfully exploiting one’s position for personal gain; and serious safeguarding violations or child protection breaches.

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Safeguarding-Related Disciplinary Matters: Where disciplinary action relates to safeguarding concerns or allegations involving students, the disciplinary process will be conducted in coordination with the Child Protection Team and, where required, in consultation with external authorities including KHDA. Additional considerations will apply, including the need to protect students and preserve evidence. An employee subject to safeguarding allegations may be suspended on full pay pending investigation. Such suspension is not a disciplinary sanction but a precautionary measure.

EMPLOYEE GRIEVANCE PROCEDURE

Employee Rights: Employees subject to formal disciplinary proceedings have the right to: be informed of the allegations against them; be given reasonable time to prepare a response; present their case and respond to allegations; be accompanied by a colleague (not acting in a legal capacity) at formal disciplinary meetings; and receive written confirmation of any disciplinary outcome.

Informal Resolution: Where appropriate, employees are encouraged to raise concerns directly with the person involved or with their immediate supervisor in the first instance. Many concerns can be resolved quickly and informally through open discussion.

Right to File Complaints with MOHRE: Employees have the right to file complaints with the Ministry of Human Resources and Emiratization (MOHRE) regarding any alleged violation of their employment rights under UAE Labor Law. ASD will not retaliate against any employee who files a complaint in good faith. Any employee who believes their rights have been violated is encouraged to first raise the matter through ASD’s internal grievance procedure, but this does not preclude or delay their right to approach MOHRE directly.

ASD is committed to resolving workplace grievances fairly, promptly, and without retaliation. This procedure applies to complaints or concerns raised by employees about their treatment at work, employment conditions, the application of policies, the conduct of supervisors or colleagues, or any other employment-related matter (excluding matters covered by the whistleblower, safeguarding, or disciplinary procedures, which follow their own processes).

Formal Grievance: If informal resolution is not appropriate, not successful, or the employee is not comfortable raising the matter informally, the employee may submit a formal written grievance to their immediate supervisor or to Human Resources. The grievance should describe the issue, relevant dates and facts, any witnesses, previous attempts to resolve the matter, and the outcome sought. The supervisor or Human Resources will acknowledge the grievance within five working days and will normally meet with the employee to discuss it within ten working days. After considering the matter, the supervisor or Human Resources will provide a written response within ten working days of the meeting. If the employee is not satisfied, they may appeal in writing to the Superintendent or a designated administrator within ten working days of receiving the initial response. The appeal should explain why the employee remains dissatisfied and what further outcome is sought. The Superintendent or designee will review the grievance afresh, may meet with the employee, and will provide a written decision within fifteen working days. This is ASD’s final internal decision on the grievance. Grievance Meeting Rights: At any formal grievance meeting, the employee has the right to: be accompanied by a colleague of their choice (not acting in a legal capacity); present their case and supporting documents; and receive a written record of the meeting outcome. Timelines: The timelines in this procedure may be extended by mutual agreement or where the complexity of the matter requires additional time. ASD will inform the employee in writing if an extension is needed and will explain the reason. Confidentiality: Grievances will be treated confidentially to the extent practicable. Information will be shared only with those who need to know in order to investigate and respond to the grievance. Employees raising grievances are also expected to maintain confidentiality. Non-Retaliation: ASD will not tolerate retaliation against any employee who raises a grievance in good faith or who participates in a grievance investigation. Retaliation is a serious matter and may itself result in disciplinary action.

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Right to File Complaints with MOHRE: Employees retain the right to file a complaint with the Ministry of Human Resources and Emiratization (MOHRE) at any time regarding any alleged violation of their employment rights under UAE Labor Law. ASD encourages employees to use the internal grievance procedure first, but this does not preclude, limit, or delay the employee’s right to approach MOHRE directly. Records: A written record of all formal grievances, investigations, meetings, and outcomes will be retained by Human Resources in accordance with ASD’s data retention policy. Records will be kept confidential and used only for legitimate HR, legal, or regulatory purposes.

EMPLOYEE EVALUATION PROCESS The employee evaluation process is conducted annually for staff and administrators. For faculty, it is conducted at the beginning of contract, if moving to a new role, and as needed throughout their tenure at ASD. The process includes an initial planning meeting between the employee and supervisor at the beginning of the year, and a reflection meeting at the end of the year, which may include a conversation about employee goals. Completed evaluation forms are signed digitally and stored with the Human Resources team. Employees are able to download the completed version for their personal records. Faculty also engage in a separate professional growth process that encourages deeper thinking on focus areas, attached to ASD’s aspirations, guided by their administrator. This process is annual, consistent, and includes close engagement with the administrator. Reflections from this process are ongoing and shared by the employee and their administrator. Details including all forms used in the formal evaluation and faculty professional growth process can be found in the Support Staff Appraisal Handbook and the Faculty Professional Growth & Evaluation Handbook. Intervention Plans: An employee may be referred to an intervention plan when the immediate supervisor identifies concerns regarding their performance. This process will include the employee, their supervisor, and HR with the goal of putting systems in place, resources, time and check-ins in place to support the employee in meeting the standards for their role at ASD. An employee must resolve the concerns found in the intervention process in order to receive a new contract. An employee may only be on an intervention plan once. The intervention process at ASD is articulated in full in the appropriate Employee Appraisal Process Handbook which can be found in the HR section on Connect ASD.

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Compensation and Pay Structures

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The overarching goal is to ensure transparency, equity and a sustainable compensation and benefits package to support hiring and retaining quality employees. The school is committed to regularly benchmarking all employee compensation and benefits in markets where those positions are sought. For faculty and administrators, the market is abroad; for support staff positions, the market is within the UAE. To ensure the accuracy of our data, best-practice recognized consultants and/or organizations will be relied upon to provide this data.

COMPENSATION Pay Structures: Academic staff (leadership, faculty, and instructional assistants) are generally paid according to a salary scale, while operations staff are placed within salary bands based on the scope, impact, and responsibility of their role. Compensation is reviewed periodically to respond to economic trends, ensure fairness, and support the school’s recruitment and retention efforts. Salary Placement: Initial placement on the relevant pay structure is determined by prior years of full-time experience, related to the position. For faculty and instructional assistants, another factor that determines the initial salary placement is degrees earned, graduate level semester credits completed, and verification of total years of full-time, continuous related experience (up to the maximum placement indicated on the scale).

MOVEMENT ON THE SALARY SCALE/BAND Employees within the scale and band ranges at ASD are able to receive annual salary increases up to a maximum point as indicated on the individual scales. Vertical movement on a salary scale: Employees who have completed one contract year of service at ASD will be eligible for one vertical step movement. Vertical movement will continue for each year of employment until the maximum step is reached at which time salary will be capped. If an employee’s absence exceeds 50% of the academic year, they will not be eligible for vertical movement on the salary scale the year following the absence. This applies to all employees whether contracted to work on a full-time or part-time basis. Each step represents a 2.5% increase in pay. Horizontal movement on the faculty and Instructional Assistant salary scales: Faculty members and instructional assistants are eligible for horizontal movement on the salary scale one time per academic year upon completion of the required degrees or upon completing the number of U.S. equivalent graduate-level semester credits as indicated on the faculty salary scales. To confirm such changes in salary, it is the employee’s responsibility to submit official transcripts to the Human Resources Office, no later than September 30 in any given year. Salary adjustments will be made in the October payroll backdated to August of the applicable Contractual year. For more information on the process of requesting a horizontal move, click here.

Movement for employees in salary bands: Support staff who are placed within salary bands will receive annual credit for experience gained at ASD equivalent to 2.5% increase gross pay within the salary range for their band placement. Additional increases may be added when routine market benchmarking is conducted. Movement to a different scale: Employees who are successful in acquiring a position through the internal application process will have their experience assessed by the Human Resources team to determine their new placement and salary. Employees are granted one step per two years of relevant experience when moving to a scale that is higher in base. Horizontal movement is permitted only when employees apply for positions within the same salary structure. When moving to a new scale or grade higher than the original position, compensation will be based on prior years of experience as described at the bottom of each scale. Employees without the required experience for the new role will be placed at the entry/ minimum level, closest to their current pay. Questions regarding pay scales can be directed to any member of the Human Resources team.

PAYROLL SALARY SCHEDULE: Salaries are paid into twelve (12) monthly payments starting in August through July. When an employee is hired during the course of the academic year, the salary will be calculated pro-rata to their start date based on the daily rate (monthly gross salary / 30 days).. Pay Date: Pay is processed at the end of each month with the exception of December (issued in the third week). Salary will be paid to employees by the first day of the month for the prior month worked. Once the annual pay date calendar has been developed, the dates will be published on the Faculty and Staff Calendar. Payslips: Employees may access their payslips through SelfService in Odoo (in the drop down menu under “My Requests”). Payroll Instructions: Salaries are paid monthly in UAE Dirhams by bank transfer to the employee’s UAE bank account, in accordance with UAE Labor Law. Employees must establish their banking instructions through Self Service in Odoo. Banking instructions may be updated once per year in September; employees in their first year of employment may make an additional update in January. Additional allowance payments for eligible employees will be made into a local UAE bank account in 12 equal monthly installments from August through July. Unpaid Leave: If an employee has exhausted their paid leave entitlements but needs additional time off, they may request unpaid leave, subject to supervisor and Human Resources approval in accordance with Article 33 of UAE Labor Law. Unpaid leave is not included in the calculation of the employee's continuous service for end-of-service gratuity purposes. For payroll purposes, unpaid leave deductions will be calculated depending on whether the employee is on a year-round contract, or academic year contract.

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During unpaid leave, the employee remains responsible for any ongoing personal financial obligations, including any employee contributions to benefits that would otherwise be deducted from salary. No salary will be paid for employees whose unpaid leaves go over a month. Per Diem Allowance: Employees may be eligible for a per diem allowance when chaperoning overnight student trips or participating in approved off-campus overnight professional development activities. Per diem allowances are intended to cover meals, local transportation, and incidental expenses incurred during the activity. Receipts are not required. Per diem payments will be processed in the next available monthly payroll cycle. To see per diem rates and parameters, click here.

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Benefits

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BENEFITS OVERVIEW The employee’s eligibility for benefits is determined at the time they are hired and offered a position at ASD. Statutory entitlements under the Labor Law, including housing or housing allowance (included in salary), medical insurance, annual leave, and end-of-service gratuity, are provided in accordance with applicable law. Benefits received are based on the contract time and may include medical, life, and long-term disability insurance, worker’s compensation, annual airfare, housing, professional learning funds, relocation costs, end of service gratuity, retirement, tuition waiver, and/or repatriation on death. All benefits are subject to, and interpreted in accordance with the Labor Law), as amended from time to time. The full compensation and benefit guides are available in the Human Resources section of Connect ASD. Below is a summary of all benefits along with a description and information regarding eligibility, limitations and procedures. Click here for the housing handbook. Click here for the Professional Learning funding guidelines.

SUMMARY OF BENEFITS OH Faculty

OH Faculty (UAE Hire)

OH Admin

LH Faculty

Staff (All year)

Staff (Academic year)

Residency visa sponsorship (ASD’s cost)

✓

Flight to Dubai on initial assignment

✓

****✓

✓

Annual flight allowance (home leave)*

✓

Bereavement leave ticket**

✓

Shipping-in and shipping-out

✓

****✓

✓

ASD Housing

✓

Settling-in allowance (relocation)

✓

****✓

✓

Medical Insurance - worldwide

✓

Medical Insurance - local

✓

Life Insurance

✓

Long-term Disability

✓

Retirement benefit

✓

End of Service Gratuity (EOSG)

✓

STANDARD EMPLOYEE BENEFITS

STANDARD DEPENDENT BENEFITS (ELIGIBILITY: RESIDING NON-WORKING SPOUSE AND UP TO 2 CHILDREN) Residency visa sponsorship (ASD’s cost)

✓

****✓

✓

Flight to Dubai on initial assignment

✓

****✓

✓

Annual flight allowance (home leave)*

✓

****✓

✓

Shipping-in and shipping-out

✓

****✓

✓

Medical Insurance - worldwide

✓

Medical Insurance - local

✓

Tuition Waiver PK-12 ***

✓

* Local hire employees who are employed on an academic calendar basis only (and don’t work year round) whose residency visa is sponsored by ASD will only be entitled to the repatriation flight to their home of record at the end of employment, on relocating outside of the UAE. **Only applicable to the employee in the event of death in their immediate family). Tickets must be issued by Travel Coordinator (economy) ***Tuition waiver benefits offered only to faculty and administrators working on a full-time basis. Overseas hire couples where both individuals are employed full-time at ASD are eligible for up to three dependent tuition waivers once both employees have completed three or more years of continuous full-time employment at ASD. **** These benefits will be determined for OH faculty whose point of hire is the UAE once hired by ASD. OH = Overseas hire

LH = Local hire

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ELIGIBILITY TO DECLARE AUTHORIZED CHILDREN DEPENDENTS:

NO-DUPLICATION:

An educator couple may declare up to two dependent children under the standard benefits mentioned above. A third dependent child may be declared for tuition benefits only, provided that both educators have completed three full years of service and continue to hold full-time positions at ASD. A single faculty member may declare up to two dependent children. A married faculty member whose legal spouse is a dependent (not working) may declare the spouse and up to two dependent children. Dependent children must be: • On ASD’s residency visa sponsorship

ASD’s no-duplication policy applies to discretionary benefits and the provision of ASD Housing. For discretionary benefits such as tuition waivers, employees may not claim the same benefit from both ASD and their spouse’s employer. If the spouse receives a tuition waiver, contribution, or similar discretionary benefit from their employer, the employee will not be eligible to claim that same benefit from ASD. The employee’s eligibility for discretionary benefits can be restored if or when their spouse’s employment status and/or eligibility for benefits change through the “change in employee’s circumstances” process outlined below, in this handbook. Similarly, employees whose spouse is provided with housing through their employment will not be eligible for ASD Housing.

• Attending school (PK-12) full-time in order to receive tuition waiver benefits • must be school-age (who have not yet graduated) and have not yet reached age 19 by September 1 of the contracted academic year. • Physically present in the UAE for more than six consecutive months of the year • Residing with the employee (parent) full-time • Exception: Overseas hire faculty and administrators may maintain their children’s enrollment in the group medical insurance plan (subject to the plan’s limits and parameters) when they are studying at a university/college, full-time until they reach the age of 26 or get married (whichever occurs first). Once authorized by the Human Resources Department, the dependents will be eligible to receive benefits as indicated in this guide, provided that such benefits are not offered through a spouse's employer or any other institution.

ELIGIBILITY TO DECLARE SPOUSE DEPENDENTS: Spouses must be on ASD’s residency visa sponsorship if they are unemployed or physically not present in the UAE for more than six months of the year. Employees are able to sponsor their spouses at their own expense if they work remotely or as a consultant. To determine the applicable benefits, it is the employee’s responsibility to inform the Benefits Coordinator of the change in their spouse’s employment. The employee will be asked to provide a completed Verification of Benefits Form from their spouse’s employer to support the process to determine their eligibility for benefits due to this change.

CHANGES IN CIRCUMSTANCES/ELIGIBILITY: Employees must notify the Benefits Coordinator in writing of any changes affecting their eligibility for benefits (for themselves or their Authorized Dependents) at least 90 days before the change in circumstances takes effect, or as soon as possible thereafter for more immediate unforeseeable changes, and confirm the change within 30 days after it occurs. Failure to follow these timelines may result in future dependent benefits being delayed and/or denied. New benefits resulting from such changes will take effect at the start of the next contract period, except for residency visa and medical insurance, which may be processed immediately to support the employee's presence in the UAE.

CHANGE IN EMPLOYEE’S CIRCUMSTANCES REQUESTING TEMPORARY OR PERMANENT CHANGES IN BENEFITS: When an employee experiences a life changing event (e.g., divorce, separation, spouse losing a job) requiring them to seek benefits that they are not entitled to under their employment contract, they may request certain temporary benefits to support them in a time of personal turbulence or crisis. The employee’s situation will be re-assessed during the contract renewal process after the change takes effect, and a decision will be made regarding the long-term entitlement to certain benefits. In general, changes in benefits commence with the start of a new contract with the exception of benefits that are required to support the employee’s presence in the UAE (residency visa and medical insurance).

The employee will be informed in writing of any adjustment resulting from this change in their spouse’s benefit status.

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Additional Opportunities for Employees

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ASD offers employees opportunities to explore and develop their leadership skills, contribute to school programs, and provide input into key decisions. ASD may, at its sole discretion, offer a cash recognition award (“stipend”) to reward employees who voluntarily take on roles with significant responsibilities. All additional opportunities are limited in duration and are designed to rotate among qualified and interested employees. Participation in any additional opportunity, whether paid or unpaid, is entirely voluntary and is not a requirement of any employee’s role.

STIPEND OVERVIEW Where ASD determines, in its sole discretion, that a stipend is appropriate, the award will be paid as a one-off stipend. Stipends are entirely discretionary, and the decision to offer, withhold, vary, or discontinue any award rests exclusively with ASD. Stipends (a) do not form part of the employee’s remuneration package, base salary, or contractual entitlements; (b) do not create any entitlement or expectation to receive the same or any award in any subsequent year; (c) are not guaranteed to be offered, renewed, or continued; (d) may be varied, reduced, or withdrawn at any time without prior notice; and (e) will not be taken into account when calculating end-of-service gratuity, leave pay, notice period pay, or any other entitlement under the Labor Law, to the maximum extent permitted by law. Employees may be considered for a discretionary stipend where they voluntarily undertake additional responsibilities that: (a) fall outside the scope of their normal duties as set out in their employment contract and job description; (b) require a significant time commitment beyond their contracted working hours; and (c) are not required or expected as part of their role. Examples include leading student extra-curricular programming (activities, clubs, and athletics), curriculum development, and team leadership roles. The availability, amount, and terms of any stipend are determined annually by the Superintendent’s Team. Awards are reviewed and approved on an individual basis each academic year, and past awards do not create any precedent or expectation for future awards. The amounts are determined based on scope, time commitment, and level of responsibility. ASD reserves the right to vary award amounts from year to year and to discontinue the stipend program at any time. Current indicative rates (which are subject to change) are available here.

POSTING OPPORTUNITIES AND THE SELECTION PROCESS All paid and unpaid opportunities will be announced via email. For an anticipated timeline of announcements and who is responsible for appointing people to the stipended roles, please contact Human Resources. The Application Process: Athletics, Aquatics, Campus Recreation, and Arts and Activities applications should be directed to the respective departments as noted in the vacancy announcement. Teacher leader applications are to be directed to the Human Resources Office. Teacher leader applicants need to Inform immediate supervisor of intent to apply and include a letter of interest and an updated resume. Selection Criteria: When positions are advertised, any specific criteria, qualifications, knowledge, skills and abilities will be posted. A job description or summary will be shared with those who are interested in the process and a realistic job preview will be shared to help candidates understand the commitment required prior to accepting a role. A clear and transparent process will be followed and only candidates who present as a potential match for the role will be selected to interview. At the conclusion of the selection process, the HR Office will publish the names of those selected.

TERM LIMITS All teacher leader positions come with a term limit after which, the position will be considered “vacant”. After completing an assignment, the employee may submit an application (or may be asked to remain) for another term which will be considered when other suitable candidates have not been identified. The rationale is to ensure that opportunities are available for as many employees as possible. Athletics, campus recreation, aquatics, and arts and activities sponsors are not required to commit to a specific term limit but are encouraged to consider supporting at least two seasons to ensure the consistent availability of the activity for students.

Where a stipend is offered, the employee will receive a written stipend contract specifying the amount, the activity to which it relates, the period of the award (limited to the current academic year unless otherwise stated), and confirming the discretionary nature of the payment. Payments will be made on completion of the activity, as verified by the relevant Cost Center Manager, and will be paid in one lump sum within the employee’s payroll cycle

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Technology for Employees

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The Employee Technology Use Guidelines, Information Security Guidelines, and processes and procedures captured in the Employee Technology Handbook govern employee technology use. All documents are linked in the Employees > Technology section of Connect ASD. The Employee Technology Handbook gives more detail about all sections listed below.

TECHNOLOGY PROVISIONING & ECOSYSTEM ASD provides technology resources for employees based on role, with institutionally-defined replacement cycles and a Digital Toolbox that lists approved software for use. In order to remain in compliance with relevant UAE law, including the PDPL, employees should use only ASD-approved software and platforms in their professional responsibilities and for classroom instruction.

TECHNOLOGY SUPPORT Faculty are supported by division technology integrators for instructional purposes and can reach out directly for support in using ASD’s Digital Toolbox IT support is handled through requests to the IT Helpdesk. Employees can submit service requests through the following channels: • Online portal (ticket system): https://nexus.asdubai.org/

APPROPRIATE TECHNOLOGY USE Appropriate use includes, but is not limited to, school-related activities, secure communication, secure data management, use of approved software only, and taking basic maintenance steps to ensure the longevity of devices. Inappropriate use includes using school resources for personal financial gain, using unauthorized software or platforms for school business, harassment and bullying, using insecure storage, and conducting illegal activities. Violations of appropriate use policies may result in disciplinary action. Certain technology misuse may also constitute criminal offences under UAE law (see the Social Media Policy section below for details on the UAE Cybercrimes Law).

RIGHT TO MONITOR ASD reserves the right to monitor the use of ASD’s IT information systems at any time for inappropriate usage so as to comply with KHDA regulations, UAE law, and child protection policies. This includes website history, electronic mail, personal computers, laptops, files, and other electronic data. Monitoring may take place with or without the consent, presence, or knowledge of the user. ASD also operates CCTV monitoring across campus (see the Safety and Security section for details). Employees should be aware that both electronic communications and physical conduct on school premises may be monitored.

• Email: it-helpdesk@asdubai.org • Phone (urgent issues): x1370

RESPONSIBILITY FOR LOST, STOLEN OR DAMAGED EQUIPMENT

• Walk-in (urgent issues): C203, IT Helpdesk Students can receive support by walking into C203.

DATA PRIVACY AND INFORMATION SECURITY Access to information systems and data, particularly personal and sensitive personal data, is strictly limited to that which is necessary for employees to perform their assigned job responsibilities and support the school's legitimate educational or operational functions. Any access or use of school data for personal, non-job-related purposes is prohibited and considered unauthorized. The Data Classification Matrix describes how employees should handle business data and personal data related to parents, students, employees, and other community members. Please refer to the Information Security Guidelines and the Data Privacy section of this Handbook for more information about how employees should handle data privacy and information security.

Where school-issued equipment (including laptops, projectors, visualizers, and digital cameras) is lost, stolen, or damaged, the employee may be required to contribute toward the cost of replacement or repair. Any such deduction from wages: (a) shall not exceed five days’ wages per incident; and (b) shall not, when combined with any other deductions, exceed 50% of the employee’s monthly wages. The school will provide written notice of any proposed deduction and the employee shall have the opportunity to respond before any deduction is made. Where the amount exceeds the permissible deduction limit under UAE Labor Law, ASD may recover the balance through a mutually agreed payment plan. No deduction shall be made for normal wear and tear or for damage caused by circumstances beyond the employee’s control.

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Unpaid Student Internship Opportunities

Each year, ASD offers limited internship opportunities for students aged 18 or older (who are currently enrolled at a UAE-based university), hold a valid UAE residence visa (sponsored by their family or employer, but not a university-sponsored student visa), and whose internship relates to their current field of study. Opportunities are generally available April-June. Internships are open to ASD students, alums, and Authorized Dependents of ASD employees, space permitting. All internships are subject to ASD obtaining a No Objection Certificate (NOC) from the student’s visa sponsor and any required approvals from MOHRE. For more information about internships, click here.

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Requests to Complete Student Teaching placement at ASD

Students in a teacher training program may request to complete a teaching training placement (practicum) at American School of Dubai. The purpose of this program is to benefit both the prospective teacher and ASD as an organization. In these cases, the divisional principal approves the placement subject to final clearance from Human Resources. For more information on student teachers, including volunteering to have a student teacher in your classroom, click here.

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+971 4 395 0005 • P.O. Box 71188 Dubai, UAE • www.asdubai.org