Chapter 7 Work Organization

Chapter 7- WORK ORGANIZATION

7.1 Work Schedule

The University's normal workweek is 40 hours. Administrative and departmental offices will be open from 8:30 a.m. to 5:30 p.m. each weekday, Monday through Friday, except on designated holidays, intercessions or other closures as ordered by the President.  Exceptions to the 8:30 a.m. to 5:30 p.m., Monday through Friday work schedule may be made in offices affected by student registration, special events, special services or public relation matters.  The hours may also be shifted to provide for Saturday and Sunday needs in some departments. Supervisors may arrange work hours of their employees to meet needs of the department. Special hours may apply during Ramadan as determined by the President.

Service personnel will normally observe the regular workweek, Monday through Saturday.  However, because of the nature of the work, service personnel may have a different work schedule and may be subject to call on a standby basis for emergencies, special events and unusual circumstances.

7.1.2 Lunch Periods

Employees are entitled to a maximum of one hour for lunch. Lunch periods are to be scheduled by supervisors to insure that work requirements are continued effectively but should be taken between twelve noon and 2.00p.m, unless required by special circumstances to be at a different time.

7.1.3 Observance of Regulations

Each staff member must observe the regular work schedule for his/her work location. Any individual who is consistently late for work, or who does not return from lunch periods promptly, is subject to disciplinary action. The staff member is responsible for notifying the supervisor if he/she will be late or absent from work. When it is necessary to leave work early, the staff member is to make necessary arrangements with the supervisor.

7.2 Absences

A staff member is expected to report to work according to the departmental work schedule.  Absenteeism (including tardiness), unexcused absences, or failure to give proper notification of absences, shall be considered sufficient cause for disciplinary action or separation from the University.  An unauthorized absence of more than four (4) days or eight half days over a year may be considered abandonment and may result in separation for cause.

Absence reports, signed by the proper supervisor and by the employee, documenting approval for authorized absences must be forwarded to HRM. HRM will maintain cumulative attendance records for each employee. Only school and department heads are authorized to approve absences.

7.2.1 Authorized Absences

Authorized absences include the following:

Marriage of

1. An employee: 4 days
2. A child of the employee or spouse’s child from a previous marriage: 2 days

Death of

1. A spouse, a child, a grand child, an ascendant or spouse’s child from a previous marriage: 3 days
2. A Brother,  sister of the employee, or brother or sister of the spouse or spouse’s ascendant : 2 Days

Circumcision:

1. of a dependent child: 2 Days

Surgery:

1. of the spouse or a dependant child: 2 Days

Marriage:

1. of employee: 4 days

7.2.2 Public & Religious Holidays

1. Public Holidays

Here follows the list of national holidays in Morocco:

1st January:  New Gregorian year 
11th January : Independence Manifesto
1st May:         Labor Day
30th  July:      Throne Day
14th August: Oued Dahab Commemoration
20th August: Revolution of the King and the people
21st August: Youth day
6th November: Green March Day
18th November: Independence Day

1. Religious Holidays

Eid Al Fitr: 2 days
Eid Al Adha: 2 days
Moharram 1st : 1 day
Eid Al Mawlid Annabaoui: 2 days

7.3 Vacation

Vacation is managed by legal texts along with rational management of Human Resources. Moroccan law allows eighteen (18)working days per twelve months of continuous work. By working days, we mean worked days apart from Sundays and official holidays. Eighteen working days correspond to three calendar weeks or fifteen (15) working days from Monday through Friday.

Annual vacation management is the responsibility of the different departments who should organize their work schedules in a way to allow their personnel to take vacation time that they are entitled to. The right to vacation is earned after the completion of six months of work. Vacation days should be taken during the year in which they are earned. A limited carryover to the subsequent year may be allowed by direct authorization from the head of the department when the need to do so is required by specific work responsibilities.

7.4 Compensation

Employees who are asked to work during weekends and holidays are entitled to compensation days, provided that worked days and corresponding compensation time are authorized by the head of the department.

Compensation time should be exceptional and is granted under conditions where the presence of the employee is demanded by the department head beyond normal workdays for an extended time period generally involving an entire day of work. When taken, these days should be reported to HRO on an approved absence form with reference to the day for which this compensation time is granted and a statement concerning the activity which required the employee's involvement.

7.5 Travel reimbursement policy   

7.5.1 Use of personal vehicle

1. Personnel asked to go on business trips may request the use of a chauffeur-driven University vehicle.
2. Use of personal car for business trips is allowed for officers and personnel when it is justified and authorized by the department head.

Reimbursement of mileage allowance for using personal vehicle is 2.50 MAD per km. This rate covers travel expenses (fuel, highway, wear and tear, insurance, and any other charges associated with the use of the car). Mileage is calculated on the basis of the shortest route between Ifrane and the place of destination (refer to the following table):

For filing purposes, the employee is requested to provide a copy of ‘la Carte Grise’ related to the vehicle used for the business trip. 

7.5.2 Public transportation

Plane: a purchase request for ticket reservation should be prepared and sent to purchasing department.

Other public transportation (train, taxi, bus): Tickets must be submitted for reimbursement.

7.5.3 Per Diem allowance in Morocco

Personnel authorized to go on a business trip have the right for a per diem allowance to cover the expenses incurred during the trip. A flat amount of 200.00 MAD per diem is allocated to cover meal expenses.

7.5.4 Overnight allowance
The overnight compensation is due when the employee is compelled to spend the night out of Ifrane. The overnight allowance is reimbursed with a ceiling of 700 MAD per night. In the case of a married couple being on the same business trip, the ceiling for a common bill is set at 800 MAD per night. Submission of the hotel receipt is mandatory.

7.5.6 Exceptions 
In case the request of reimbursement exceeds the ceiling for any reason, it will be submitted to the approval of the President.

7.5.7 Participation in international conferences:

The request for AUI funding to participate in academic activities outside Morocco must be accepted by the head of division and approved by the President. Employees are allowed to participate in one conference per year. More than one conference is dependent on funds availability and President's approval.

When the request is approved, the participant may be eligible for the following:

ü      Up to 10,000MAD to cover a round trip ticket (economy fare)

ü      Up to 2.000 MAD to cover eventual conference registration

ü      Up to 3 days per diem 

7.5.8        International Business trips:

ü      A round trip ticket in economy fare is fully taken in charge by the University

ü      An allowance is granted as specified below for international business trips ordered by the University if the period of the trip does not exceed five working days. Otherwise, calculation is made on the basis of the employee’s need and should be submitted to the president’s approval.

The per diem allowance may be revised upward or downward depending on the cost of living index of the country of destination and on the actual needs in terms of accommodation and meals. In case the accommodation is at the charge of the host organization, the per diem allowance is granted on the following basis:

If, on the other hand, both accommodation and meals are at the charge of the host organization, the University allows incidental expenses as follows:

 7.6 On-the-job injuries

Employee accidents or injuries which occur on the job must be immediately reported to the supervisor, Health Center, and to HRO. A report of the employee injury is to be filled by the Health Center Doctor and sent to HRM within 24 hours. If injuries are serious, the employee should be transported by University ambulance to the nearest clinic. HRM will take care of follow up with the insurance company. Procedure regarding work accident is available in the HR procedure manual.

7.7 Driving policy

In order to ensure safety for our AUI students and personnel, all drivers -students, faculty, staff and visitors- should observe the following access and driving policies:

• Pedestrians have absolute priority on the inner roads of the campus.
• Drivers are not allowed to use car horns within the campus.
• On-campus speed limit is 25 Km/hour.
• Polluting, noisy vehicles or vehicles that may represent a danger to our residents are not allowed on campus.

7.7.1 Access

Parking is allowed in the parking lots only. Access to residential or academic areas is denied to all vehicles outside the schedule indicated in below. Only AUI vehicles and those authorized in writing by the VPFA have access to the residential and academic areas. These vehicles remain, however, subject to the driving policies on campus. In exceptional cases, the security supervisor has the power to authorize temporary access to the residential or academic areas.

As part of their duties, and for security reasons, AUI Security agents are authorized to check all vehicles entering or leaving the University or parked anywhere on campus. This check may include a search of luggage and car contents.

On the times when access to the residential and academic areas is not allowed, a shuttle van will be made available in the parking lot in order to assist residents in carrying their luggage to their residential buildings.

Vehicles will be authorized to access the residential area strictly for loading or unloading according to the following schedule:

Friday: from 12:00 noon to 9:00 p.m.
Saturday: from 8:00 a.m. to 6:00 p.m.
Sunday: from 12:00 noon to 9:00 p.m.

However, drivers allowed to the residential or academic areas during these times should leave within 30mn.

AUI Security agents are authorized to control all vehicles at the main gate, in the parking lot and while leaving the campus. Therefore, they are allowed to check the content of luggage and identify the passengers. 

7.7.2 Violations:

Security guards, hall directors and AUI officers should enforce these policies. Any violation should be reported in writing to the Security Director. The violations are:

• Use of the car horn
• Illegal parking
• Speed
• Disobeying traffic signals

Any violation will be communicated to the violator within two working days following the day it was recorded.
Violation of the AUI driving policies may result in the suspension of vehicle access to the residential area for one month or until payment of a 200MAD fine.
Failure to respect this suspension will lead to the vehicle being banned from the campus altogether for one month. Repeated violations of the present regulations may lead to disciplinary action
The University reserves the right to deny access to the campus for contravening vehicles until payment of any incurred penalties.

7.8 Training and Development

AUI recognizes that the development of the skills and knowledge of its employees is crucial to its success. It is the policy of the University to encourage, promote and support development through training and continuous education so that employees can improve and enhance their job-related skills.

Al Akhawayn offers equal training and development opportunities to its employees as an investment that benefits both the University and its employees. An annual training plan is established by HRM in coordination with heads of departments

7.9 Performance Evaluation

Supervisors and employees are strongly encouraged to discuss job performance and goals on a regular informal basis. Formal performance evaluations are conducted annually to provide both supervisors and employees with an opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive approaches for meeting goals.

The performance evaluation plan is conducted from July 01 to 15 and it covers the appraisal period from July 01 through June 30.

7.10 Disciplinary action

7.10.1 Disciplinary Responsibility

Employees are required to comply strictly with laws and regulations. Any breach of discipline or any conduct likely to prejudice the security or disrupt the proper functioning of the University may subject the employee to disciplinary action in accordance with the legislation in force.

The purpose of this policy is to ensure fair treatment of all employees, and make certain that disciplinary action is prompt, uniform, and impartial. The major aim of any disciplinary action is to correct the problem, prevent recurrence and prepare the employee for satisfactory service in the future.

7.10.2 Non-gross misconduct

Any conduct deemed wrongful (non-serious misconduct) by the employer may, depending on its severity and/or its repetition, subject the employee to one of the following disciplinary measures:

1- Verbal warning
2- Written warning
3- Reprimand
4- Second reprimand or suspension without pay for a period not exceeding eight days
5- Third reprimand or transfer to another department  

When all disciplinary measures are exhausted in the year, the University may proceed with the dismissal of the employee. In this case, the dismissal is considered justified.

7.10.3 Gross misconduct

In case of gross misconduct, the employee may be terminated immediately without notice or compensation, or payment of damages.

The following are regarded as serious misconduct:

• An offence leading to custodial sentence
• The disclosure of professional confidentiality having caused harm to the University.

Committing the following acts at work. 

• Theft
• Abuse of trust
• Public Drunkenness
• Consumption of drugs
• Body  Aggression
• A grave insult
• The deliberate and unjustified refusal of the employee to perform work within his competence
• The unjustified absence of the employee for more than four days or eight half-days during a period of twelve months
• The serious deterioration of equipment, machinery or material caused deliberately or by the employee as a result of gross negligence on his part
• The fault of the employee causing considerable material damage to the employer
• Failure by the employee to follow instructions to ensure the safety of the institution having caused harm to the institution
• The incitement to debauchery
• Any form of violence or assault affecting the functioning of the University.

7.11 Employment termination

Employment termination may take place for the following reasons:

• The resignation of the employee
• Dismissal due to technological or economic cause
• Dismissal for gross misconduct
• Dismissal for poor performance  

The resignation of the employee must necessarily be written, dated, and bears certified signature of the resigning employee. It must be handed to the supervisor, or sent to HRO by registered mail with acknowledgment of receipt

7.12 Notice

The termination of permanent contracts, except in cases of gross misconduct, is subject to the observation of  the legal notice, as indicated below:

The notice period begins on the day after the notification of employment termination.

Any breach of the permanent contract that does not observe the legal notice shall lead to the payment of an allowance equal to the pay the employee would have received has he/she remained in position.