AW-08 — Adjunct, Visiting, Honorary and Clinical-Educator Appointment Administration

1. Purpose and scope

Purpose. To ensure that every person who teaches, supervises, examines or assesses for IoL without being an MBRU employee holds a documented appointment in a defined category, with verified credentials and licence, a declared conflict-of-interest position, access limited to the role, a stated term, and a recorded end. For IoL this is a high-volume procedure: most of its clinical teaching is delivered by Dubai Health clinicians who are not on the MBRU payroll, and an unrecorded teacher is an unverified one.

Scope statement. This procedure manages non-employee academic appointments from the request to the end of the term, using MBRU's HR system or the IoL appointments register as the system of record [IoL to confirm which].

Applies to. Adjunct faculty, visiting faculty, honorary appointees, clinical educators (including clinical supervisors and preceptors in Dubai Health entities), and external examiners engaged by IoL.

Does not apply to. MBRU employees (AW-07). Consultants and facilitators engaged under a contract for services, which follow AW-23 and AW-10. Credential verification itself, allocation to teaching and faculty development, which WF-08 owns once the appointment record is handed over. Institutional policy on academic titles, which is MBRU's.

2. Trigger, boundary and interfaces

3. Roles and accountability

Process owner. IoL Operations Manager or equivalent [IoL to confirm], with the IoL HR coordinator as operator.

[CONTROL] Segregation. The lead who requests an appointment does not approve it. The person who confirms that the appointee's deliverable was completed (for AW-11) is not the person who approves the payment. Credential collection (AW-08) and credential verification (WF-08) are performed by different people so that a missing document cannot be waved through by the person who needed the teacher.

4. Procedure

1. Request and justify. The requesting lead states the teaching, supervision or examining need, the named individual, the proposed category, the term, the expected hours or sessions, and whether any payment is expected. [CONTROL] No person teaches, supervises or examines for IoL before the appointment letter is issued; a session delivered by an unappointed person is recorded through AW-24.

2. Assign the category and state its rights and limits. The IoL Director or delegate confirms the category under MBRU policy [IoL to confirm]. The working categories and their limits, to be aligned to MBRU policy, are:

   Category	Typical use	Rights and limits
   Adjunct	Regular teaching or examining over a defined term	May teach and assess; no line management; no supervisory authority over staff; may use the MBRU affiliation only as the letter permits
   Visiting	Short defined visit for teaching or research	Rights limited to the visit; no ongoing access
   Honorary	Recognition of contribution, usually unpaid	Title use only unless teaching duties are added in writing
   Clinical educator	Dubai Health clinician supervising, teaching or assessing learners in a clinical or simulation setting	Must hold a current DHA licence; scope limited to the named learner group and setting; assessment authority only where WF-08 records assessor competence
   External examiner	Independent scrutiny of assessment	Independence from the programme; term limits per MBRU policy; no teaching on the programme examined

3. Collect credentials, licence and declarations. The HR coordinator collects: identity and qualifications; for clinicians, the DHA licence number and expiry; current employer and role; a signed conflict-of-interest declaration covering financial interests, relationships with learners or staff, and other academic appointments; and a data protection acknowledgement. [CONTROL] A clinical educator without a current DHA licence on file is not appointed. [CONTROL] A declared conflict is assessed by the IoL Director before approval; the assessment and any mitigation are recorded.

4. Hand to WF-08 for verification. The file passes to the WF-08 data steward, who verifies the qualifications and licence against source and records the outcome. AW-08 does not proceed on collected but unverified documents. Decision point. Verification fails: the request is returned to the lead; no appointment.

5. Approve. The IoL Director or delegate approves the appointment at the AW-05 level; academic titles above ______________ [IoL to confirm] require MBRU academic affairs approval. Where the appointee's employer must consent to the arrangement (usual for Dubai Health clinicians), the consent is obtained in writing before the letter is issued.

6. Issue the letter or agreement. MBRU HR or academic affairs issues the letter on the institutional template stating category, term, duties, rights and limits, any honorarium and its basis, data protection obligations and the termination provisions. Any departure from the template, or any agreement with a financial or intellectual property term, passes through AW-23 first. The signed letter is filed.

7. Capture the KPI 3.3 affiliation fields. For every clinical educator and every adjunct whose primary employment is with a healthcare institution or professional association, the HR coordinator records on the appointment record: the affiliating organisation's legal name, the appointee's role there, and the affiliation start date and, where known, end date, with the evidence (employer letter, licence record or employer consent). The fields are handed to WF-03 and to the WF-08 industry-affiliated faculty register. [CONTROL] The organisation name is recorded as the legal entity, not the site or department, so that WF-24 and WF-03 can match it to the partner register.

8. Grant access. The HR coordinator raises the AW-15 request for the systems and campus access the category permits, with an expiry equal to the term end date. [CONTROL] Access expiry is set at grant, not at termination.

9. Route any payment. Honoraria or session payments are requested through AW-11 against the appointment record, after the requesting lead confirms the sessions delivered. Unpaid appointments are recorded as such. [CONTROL] No payment without an appointment record and a deliverable confirmation from someone other than the approver.

10. Track term and renew. The HR coordinator reviews appointments 60 days before term end. Decision point. Renewal requires a fresh justification from the lead, a licence expiry check, an updated conflict-of-interest declaration and re-approval. Non-renewal is confirmed to the appointee in writing.

11. Terminate. At term end, on withdrawal by either party, on licence lapse or on a conduct concern raised under MBRU procedure, the appointment is ended, access is revoked by AW-15 on the end date, and the WF-03 affiliation record is end-dated. A conduct concern about an appointee is handled with the appointee's employer under MBRU procedure [IoL to confirm]; IoL records the outcome.

Exception routes. Urgent clinical cover where a supervisor is needed within days: the IoL Director may approve a provisional appointment of no more than ______________ days [IoL to confirm] on sight of a current DHA licence, with the full file completed within that period. Licence lapse discovered mid-term: suspension of clinical supervision and assessment duties on the day of discovery, WF-08 informed.

5. Service standards

6. Records, retention and controls

Key controls. (1) No teaching, supervising or examining before the letter is issued. (2) No clinical educator without a current DHA licence on file. (3) Collection and verification by different people. (4) Conflict-of-interest declared before approval and assessed by the IoL Director. (5) Requester does not approve. (6) Access expiry set at grant. (7) No payment without an appointment record and independent deliverable confirmation. (8) Affiliation fields recorded before the first session.

OBEF touchpoint capture rule. Organisation (legal name), role and affiliation dates are captured at appointment by the HR coordinator from employer evidence, and end-dated at termination. They are not reconstructed from memory at OBEF submission. WF-03 decides qualification; AW-08 supplies the record.

7. Performance measures

8. Change control