1) Swiping Cards:

• Attendance of All Staff will be recorded automatically by using the swiping cards.
• All the Academic, Administrative and Support Staff are required to sign in and out while entering or exiting the University at any time using the swiping card.
• Attendance records will be monitored by the Deans or Head of Administrative Departments.
• Deans and Head of Administrative Departments are responsible for internal attendance regulations in their faculty /department.
• Any anomalous attendance record should be addressed by the relevant Head of Department or Dean as appropriate.
• Staff Members are responsible for their own automatic signature.

2) Working Conditions / Hours:
** The University’s normal working hours is from 8:45 am to 4:15 pm, five days per week from Saturday to Thursday.

** Minimum time to sign in is 08:00 a.m. and maximum time to sign out is 12:00 a.m.

** In case of signing in after 10:00 a.m. or signing out before 02:00 p.m. the day will be considered as absence and will be deducted from the leave balance if he/she does not fulfill the three below attendance conditions.

Attendance calculation conditions :
There are three conditions that must be fulfilled by staff members (Academic/ Admin) for their attendance records:

1- No. of days :
• All BUE staff (Academic & Administrative) should attend at least five working days per week.
• Academic staff Member who has approval for a research day should attend at least four working days per week.

2- Hours/ week :
• All BUE Staff (Academic & Administrative) should attend at least 35 hours per week. (Average 7 hrs * 5 days).
• Academic staff Member who has approval for a research day should attend at least 28 hours per week. (Average 7 hrs * 4 days).

3- Core Hours :
• All BUE staff (Academic & Administrative) should attend the core hours from 10:00 am till 02:00 pm in order to be calculated as attended day then he/she can compensate the missed hours on any other day during the same week.

Extra Hours \ Day Off \ Official Holidays :

** After fulfilling the three conditions regarding the minimum number of days, the minimum hours required per week and also attending in the core hours. BUE staff member who works more than 30 hours per week for staff who work four days per week or 37.5 hours for staff who work five days per week will be eligible to:

 Academic staff: • Maximum extra time to be added to their lieu balance is:

• 1 day per week in case of working 1 extra day
• 2 days per week in case of working 2 extra days
  • Extra time will not be added to their lieu balance in case it is less than half a day per week

 Administrative staff : • Extra time during normal working will be considered as overtime after the approval of his/her HOD

• Maximum extra time to be added to their lieu balance is 1 day per week in case of working 1 extra day
• Extra time will not be added to their lieu balance in case it is less than half a day per week

 In case of working on an official holiday, it will be calculated as follows:

* For academic staff: two days will be added to leave balance as lieu.
* For administrative staff: double wage of the day will be applied.

Extra working hour:

◦Extra working hours after 5:00 pm must be approved by dean or HOD to be added to lieu balance.

Exceeding Balance penalty
** In case of exceeding leave balance without permission the following penalties will apply after a notification from the Dean/ HOD:

• First day; the day will be deducted from staff’s salary in addition to quarter a day.
• Second day; the day will be deducted from staff’s salary in addition to half a day.
• Third day: the day will be deducted from staff’s salary in addition to one day.
• Fourth day; a legal action will be taken by the legal affairs office.

Absence Without Notification:
** In case of Absence without permission the following penalties will apply after a notification from the Dean/ HOD:

• First time; the day will be deducted from the annual balance and a warning will be sent to the staff member.
• Second time; the day will be deducted from the annual balance in addition to quarter a day will be deducted from the salary.
• Third time; the day will be deducted from the annual balance in addition to half a day will be deducted from the salary.
• Fourth time: the day will be deducted from the annual balance in addition to the whole day will be deducted from the salary.
• Fifth time; a legal action will be taken by the legal affairs office.

Attendance Monitoring / reporting:
i. In case the employee does not enter the automatic signature on a specific date, he/she will be considered absent on the day(s) in question.

ii. In case of forgetting to sign, attendance can be recorded on HRM system by authorized person for each faculty\department specifying the correct entry / exit time on a specific date maximum by four times per month. The Human resources department will no longer be responsible for recording attendance records for staff who forgot to sign on HRM system.

iii. Human Resources Department will follow up on repeated absence and will be reported on monthly basis to the employees’ head of department/Dean and the senior management for appropriate action.

– Annual leave:
i. Any Annual Leave should be requested within five days from the leave’s start date and it should be approved from the HOD / Dean within five days from the request date.

ii. If the leave is not considered as approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

Research Leave:
i. Academic Staff Members (except Deans, Vice deans & HODs) can take a weekly research day leave as per approval from the relevant dean.

ii. Teaching Assistants can take a weekly research day leave as per a primary approval at the beginning of each academic year from the relevant dean and a final approval from vice president for research & post graduate studies.

iii. Human Resources Department should receive within two weeks from the beginning of each Semester an accumulated report from each faculty a list with the names of staff who are eligible for research leave.

iv. Research day is not applicable during annual leaves and times of exams for all academic staff who are entitled a weekly research day. (i.e. In case staff member consumed one week as annual leave, this week will be counted as five days instead of four days).

Late Arrivals and early leaves:
i. All BUE Full Time staff (Academic & Administrative) shall be permitted to arrive late or depart early by up to maximum of two hours and half from normal working hours (i.e. till 11:15 am for late arrival & starting from 01:45 pm for early leave) without deduction from annual balance or the salary for a maximum of two occurrences per month subject to the approval by their line manager/ Dean.

ii. Early leave and late arrival leaves should be approved within five days from the request date, if it is not approved during this period, the leave will be automatically approved by the system.

I. The leave can be requested within five days from the leave’s start date.

iii. Half day Annual Leave:
II. Staff shall be permitted to apply for a half day’s annual leave on a given day.

III. Staff who will request a morning half day shall be permitted to arrive maximum until 12:30 pm, staff who will request an evening half day shall be permitted to depart after 12:30 pm. Otherwise the whole day will be deducted from leave balance

IV. The leave can be requested within five days from the leave’s start date.

V. Half Day leave should be approved within five days from the request date.

VI. If it is not considered approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

– Sick leave:
i. A staff member can request a sick leave and submit the necessary documents to the clinic within ten days from his/her first day of absence. If the medical condition prevents submitting the leave within three days from absence, the staff member has to inform his/her line manager immediately by any means and his/her line manager shall inform the Human resources department in writing on the same day provided that the staff member shall request the leave & submit his/her medical report on the first day s/he returns to work. Otherwise it shall not be approved.

ii. The leave should be approved/rejected by the clinic within five days from the request date.

iii. If it is not considered approved or rejected by the BUE Clinic during this period, the leave will be automatically rejected by the system.

iv. Staff are permitted to apply for a half day sick leave on any day.

v. Staff who will request a morning half sick day shall be permitted to arrive maximum until 12:30 pm. Staff who will request an evening half sick day shall be permitted to depart after 12:30 pm.

vi. Half sick day should be requested within five days and it shall be approved/rejected by the clinic within five days from the request date.

vii. The absence days will be deducted from staff member’s annual balance. If the clinic approves the sick leave, the deduction will be changed from the annual balance to the sick balance. If the clinic doesn’t approve the sick leave, the leave will be automatically rejected by the system and will be considered as annual leave to be deducted from the annual balance.

– Child care leave:

• Female staff members are eligible to Maternity leave for one hour daily as per the Egyptian labor Law rules & regulations.
• Female staff members can collect the hours and take one day per week instead of an hour each day except for academic staff who are given an approved research leave, they can only take it as one hour per day with the research leave.
• Staff member who will attend on her maternity leave, maternity hour\day will be added to her leave balance.
• Maternity day are not applicable during annual leaves. (i.e. In case staff member consumed one week as annual leave, this week will be counted as five days instead of four days).

** Any Sick or Maternity leave case not mentioned above, please refer to the Sick Leave Bylaw (Incorporating Maternity leave) on BUE website.

– University Business / Professional Development leave:
i. University Business / Professional Development leaves will be divided into two types based on the duration of the leave.

i. If the duration is less than or equal to ten days, any staff member can request it within five days from the leave’s start date and it should be approved by the HOD/Dean within five days from the request date.

ii. If the duration of the leave is more than ten days, s/he should request it ten days before the leave’s start date and it should be approved within seven days from the request date.

iii. Staff member can request a university business half morning leave and shall be permitted to arrive maximum until 12:30 pm.

iv. Staff member can request a university business half evening leave and shall be permitted to depart after 12:30 pm.

v. University business half day shall be requested within five days from the leave’s start date and it shall be approved within five days from request date. If the leave is not approved during this period, the leave will be automatically rejected by the system.

– Unpaid leave:
i. Unpaid leaves will be divided into two types based on the duration of the leave.

i. If the duration is less than or equal to five days, any staff member can request it within five days from the leave’s start date and it should be approved by the HOD/Dean within five days from the request date.

ii. If the duration of the leave is more than five days, s/he should request it ten days before the leave’s start date and it should be approved within seven days from the request date.

iii. If the leave is not approved during this period, the leave will be automatically rejected by the system.

– Busses lateness leave:
i. Staff shall be permitted to apply for a busses lateness leave on a given day if they arrived late because of busses delay or traffic jam.

ii. Staff who will request a busses lateness leave shall be permitted to arrive maximum until 10:45 am, otherwise the whole day will be deducted from leave balance

iii. The leave should be requested within five days from the leave’s start date and it should be approved from the HOD / Dean within five days from the request date.

iv. If it is not considered approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

v. Staff members are entitled to request busses lateness leave up to 10 times per academic year

– Unpaid Study leave:
vi. Staff member shall be permitted to apply in written for an unpaid study leave.

vii. The leave will be registered on HRM manually by HR team based upon written approval from the Vice President for Research & post Graduate studies prior to the beginning of the academic year.

Leave forms:

• All types of leaves should be submitted on the HRM System including annual leaves.
• In case of not approving leaves, the Administrative HOD or the Dean is required to state the reason for rejecting the leave to the Human Resources Department to follow the legal advice.

Introduction:
Our dress code policy outlines the University’s expectations from Academic and administrative Staff
regarding their appearance. The Policy’s guidelines are not meant to unreasonably restrict the freedom of
expression that is conveyed through one’s attire. However, the way employees project themselves when
they represent the University with visitors, students or other external parties can have direct
consequences on how it is perceived. Therefore, they should be aware that appearance is seen as an
integral part of the BUE culture and any inappropriateness could expose the university’s image and its
reputation.

Proper Attire Guidelines:

• All clothes must be clean and in good repair. Discernible rips, tears or holes will not be accepted.
• All clothes must be appropriate for the office. Clothes worn typically in workouts, outdoor activities
  or recreation ventures are not allowed
• All clothes must project professionalism. Clothes that are too revealing or inappropriate are
  prohibited
• Employees should avoid clothes with stamps/slogans that might be perceived as offensive or
  inappropriate
• Proper formal attire must be worn during the working hours on weekdays, regardless of time
• Staff whose job duties require that they wear non-business attire in the workplace include, but are
  not limited to, physical education staff, coaches, Technicians, Site Engineers
• In case of University events, formal meetings…etc., staff will be expected to come in complete
  formal attire.

– Examples of unacceptable attire:
For both academic & administrative staff, the following is considered as unacceptable attire:

1) Shorts
2) Miniskirts/ Short Skirts (e.g., skirts that are above knee length)
3) Sweat (sports) suits / pants
4) Transparent pants / skirts / Tops
5) Sleeveless Shirts/ tops
6) Clothes with offensive slogans or pictures, e.g., profanity and nude or seminude pictures,
offensive gestures, suggestive cartoons
7) Flip Flops
8) Crocs / plastic sandals
9) Wrinkled, torn/ ripped, stained, dirty, faded, patched clothing or clothes with missing buttons are
not appropriate.
10) Very low cut neckline blouses / dresses.

– Disciplinary Consequences
If clothing fails to meet these standards, as determined by the Dean/ Head of Department, the
employee will be asked not to wear the inappropriate item to work again. If the problem persists, the
employee will receive a verbal warning for the first offense. Progressive disciplinary action will be
applied if dress code violations continue.

About This Guide

This is an introduction to the practicalities of working at the BUE and living in the BUE accommodation.

Moving to a new posting is exciting but can also be stressful. Which of these you encounter is very much down to how you react to the setbacks that will inevitably occur. To help prepare you, this Guide has not tried to hide what could be perceived as short-comings but would be more profitably thought of as the local way of doing things that “I need-to-get-used-to-if-I-am-going-to-succeed”. With this in mind, we have tried to make this Guide as practical as possible to smooth the arrival of new staff, particularly those from overseas.

Induction

The Staff Induction Program will include:

• Visiting the University and meeting other staff
• Settling in arrangements
• Setting up a bank account

Representatives from Human Resources (HR) along with faculty administrative staff at the BUE will make the arrangements necessary for your orientation and support you upon your arrival.  

Campus Information

 Orientation

Buildings at the British University in Egypt (BUE) campus are designated by letters rather than names. Currently (2014/2015) blocks A-L and the Nursing buildings are completed.

Faculty buildings are:

A – Faculty of Engineering

B – Faculty of Engineering & the Language Lab for the English Department.

C – President and Vice Presidents Offices.

D – English Department.

E – Administration Departments (HR, Student Affairs, IT, Finance, Marketing, PR, Head of Transportation & Student and Expat Staff Accommodation).

G -Faculty of Business Administration, Economics and Political Science and Informatics and Computer Science.

H – Labs for Engineering and classrooms.

K – Faculty of Pharmacy. Currently, Mass Media and Communications are sharing this building till their new building is complete.

L – Nursing. Currently, the Faculty of Dentistry are sharing this building till their new building is complete.

10- Faculty of Arts & Design

13- Faculty of Arts & Humanities.

14- Faculty of Law.

15- Faculty of Energy & Environmental Engineering.

• Food Court & Roman Theatre

A new four floor State of the Art Library Building has been opened in from Semester 2, 2015 the library services will be located in the new State of Art Library which is located near to Buildings H & G.

Canteens

There are various places serving sandwiches, pizzas, soft drinks, coffee etc.

Arabiata outside the main campus by the swimming pool and football area. Serves traditional Egyptian takeaway food such as ful Medames, shawerma and falafel served in traditional Arab bread. Cheap and quick.

The Food Court beside the buses garage, it has a number of fast food places, dining areas, copy center and a small supermarket selling snacks and refreshments.

 Nurse station / BUE Clinic

There are 3 clinics on campus: one in building A in the basement level, one in building G and the third one is in building K. This is where you go and deal with minor illness.

 Banking

The Commercial International Bank (CIB) has a branch on the 1st floor in Building E which. It is open from 8:30 am to 3:00 pm every working day. Salaries are paid in Sterling into a Sterling account.  If you plan to access your salary from a local ATM, you will need to open an Egyptian Pound (EGP) account and transfer money to this account every month. This is a simple procedure which takes only a few minutes at one of the customer service stations in the bank, not the teller counter.

CIB ATM cards cannot be used outside of Egypt. However, VISA and MasterCard can be used to withdraw from most ATMs in Egypt from overseas accounts. CIB cards can be used to withdraw cash from any ATM in Egypt which has the “123” logo. There will usually be a small charge.

Arab African International Bank (AAIB), which is located outside the Campus at City Plaza Mall.

 ATM

CIB & AAIB has an ATM machine between Buildings C and E. These also accept Visa and MasterCard.

 Copy room/stationary store

You will be informed about copying and printing facilities in your own faculty or department. There is a central copying facility near at the Library & the food court. This is used by students. Staff can arrange for papers to be copied for their classes. Students will collect and pay for their own copies. A few basic items of stationary can be brought there.

 Sports facilities There is a sports area and swimming pool next to the main campus.

 Emergency phone numbers

They can be found in the UK Staff Handbook, Appendix B on the HR webpage.

Using the phone

Office phones can only be used for internal calls. Dial the extension number you require or alternatively call the Operator (Ext. 1000) to find out the number of the person you wish to call. Note that in the case of a shared office; only one name will be listed.

Faxing

A fax machine is available in Building E in the Operator’s Office on the first floor.

Making external calls

The phones of department secretaries can be used to make external calls. The operator can be reached by dialing 1000 and can assist in making outside calls. Please note that making international calls from within BUE is strictly limited to a few phones.

 Wireless Internet access

This is available in some areas of the campus.

To log onto the wireless system in the University you must have a valid email and password which you will be prompted to enter once you open a web browser.  Once you are authenticated, you will be able to use the Internet.

 IT systems: Windows and Office

You will be provided with a user name and asked to provide a password which will allow you to access the BUE network and your Microsoft Outlook account both on and off campus. You will also be provided with a BUE email address. E-learning and library services can be accessed from the BUE home page www.bue.edu.eg  

Note that there is quite an aggressive firewall in place to prevent overloading of the BUE network. This generally blocks any download and video sites and/or will prevent you from accessing most media. If you feel a site is being blocked unnecessarily you can request the block to be lifted by emailing IT support. The response should be immediate but may sometimes require more than one email.

 IT support

IT support personnel can be found in each building but it is wise to check ahead if you have any special requirements as they can be busy just before classes begin. IT is responsible for ensuring computers and data show equipment is ready when staff requires them.

 Air-conditioning

The lecture halls and teaching rooms are air-conditioned. The air-conditioner should be turned on before classes begin. However teaching staff have no access to air-conditioning controls outside of their offices. If you need to adjust the settings you should locate the appropriate member of the building maintenance staff.

 Office furniture and equipment

Your office should have a minimum of: a desk, 2 chairs, a computer, bookshelves, air conditioner and phone, possibly shared if the office is shared.

Office Stationary

Stationary requests are sent out once a semester and will be delivered depending upon their availability. If you need more then place an order with your department’s secretary.

HR Affairs

 Visas

You will be told which documents are required to apply for your residence visa by HR. Documents should be prepared and sent at least three months prior your arrival to Egypt. If you manage to send them earlier than the due date given to you by HR, then your Work Permit and Visa are likely to be issued sooner. Getting the Work Permit and Visa is a complicated and time consuming process which has to proceed step by step. A delay at one point will hold up the entire process so it is important that every document requested is produced.

Below is a list of documents have been required to obtain a Residence Visa. These requirements are liable to change at any time according to ministry of manpower & immigration’s instructions and you will be given an updated version at the time you apply your documents. This list is just for general guidance and may vary depending on your particular situation or changes in the law. No extra documents are required for a wife/husband and dependents.

1. Full Copy of Passport. (Just the first page of the passport which have the personal data and no need to legalize it)
2. Copy of Birth Certificate.
3. Original of Highest Education Certificate translated to Arabic.The original to be authorized by the certificate’ university + the country’s foreign ministry + Egyptian embassy in the same country. The Arabic Translation to be authorized by the translation office + the country’s foreign ministry + Egyptian embassy in the same country.

Note: The Arabic Translation will not be authorized by the certificate’ university

4. Original of Experience Letter – from existing employer indicating current post and period of employment (Not Less than three years)-  and to be translated to Arabic. The original to be authorized by the reference letter’s existing employer + the country’s ministry affairs + Egyptian embassy in the same country. The Arabic Translation to be authorized by the translation office + the country’s foreign ministry + Egyptian embassy in the same country.

Note: The Arabic Translation will not be authorized by the reference letter’s existing employer

5.The original of your marriage certificate and your children birth certificate (if any) translated into Arabic and legalized.

6. 5 personal photos.
7. 1 personal photo for every family member.
8.     Copy of the passport for every family member.
9. For entry visa (for nationalities other than European & American), kindly apply for it in person at the nearest consulate of Egypt in your country.

How long are visas valid for?

Entry visas will be valid for one month from the time of entry into Egypt, you can get it from the airport if you are one of the following nationalities (UK, USA, Europe, Canada, Australia). Other Nationalities has to apply for the visa before coming to Egypt from the Egyptian Embassy. Delays in issuing work permits will occur if a staff member fails to meet one or more of the submission dates for documents on the schedule planned by HR.

You will usually be required to take an HIV test just before your visa is due for renewal also it will be required in case of travelling outside Egypt for a long time.

How long does it take to get a residence visa?

The initial application process can be slow and you may be issued with a temporary tourist visa. Delays should not, however, occur if documents are submitted on time according to the submission schedule planned by HR. Obtaining a Residence Visa is dependent upon obtaining a Work Permit. Once a Work Permit has been issued, your Residence Visa will normally be ready within two weeks. Renewing your Work Permit takes around six weeks.

My visa says work is not allowed – what is my legal position?

This means that your work permit is still being processed, and you have been given a temporary residence for “non-touristic” reasons to allow you to stay. The phrase “work is not permitted” on your visa doesn’t mean you have an illegal residence in Egypt. It just means you didn’t get a work visa because your work permit is not issued yet. This is the type of visa that will be issued to your (wife/husband) and children.  They will have no work permit.

 Visas for Family Members

Visas for (wife/husband) and children depend on your work permit and are a matter of formality once your papers are in order. Visas for (wife/husband) and children will be issued once your work permit is issued. Usually it takes about three weeks for them to have their own visa, but it can be longer depending on their nationality. Please note that the original of your marriage certificate and your children’s birth certificates are required to obtain their visas, these documents should be translated and legalized.

 Personal Documents

It is your responsibility to ensure that the following documents are kept up to date at all times:

Passports including visas and residence permits ,Vaccination certificates, International driving license .

You should inform HR immediately of any changes in your personal circumstances. This includes any change of address in Egypt, at home, to your passport or in your family circumstances.

You should provide a contact address during leave periods if possible.                          

Salary Payment/Pay Slips/Deductions

Salaries are paid on the last working day of every month by one of the following ways:

• into your account at the Commercial International Bank (CIB)
• Arab African International bank (AAIB)
• Cheque (if there is not bank account)
• external transfer into your own bank account (afford the transfer fees)

Salaries are paid net of taxes and other local deductions. Pay slips are not currently issued but if you subscribe to the CIB’s electronic e-banking service/ Application, or the AAIB e-Banking you will be able to check your salary details online.

Utility charges calculated by the Finance office are deducted directly from your salary. No receipts are given.

If you have opted to find your own accommodation you will be paid an allowance according to your offer letter by cheque which you need to collect from the Finance Office and pay into your account (Egyptian bank Account).

Sending Money Home

CIB charge around fixed rate of £16.5 sterling per transaction and about another £2 pounds for every £646 maximum £65. You may also be charged by the receiving bank.

You could carry your money out of the country in cash but beware of customs regulations. Give plenty of notice if you want to withdraw Sterling in cash.

Alternative Banking

It may be possible to arrange for your salary to be paid into another bank.

Claiming Expenses – Receipts – Time Frame for Payment

Based upon your offer letter, the determined expenses incurred while obtaining the required documents can be claimed. Keep the original receipts and submit an expense claim once you are in Egypt. Expenses should be paid within a few weeks by cheque which can be collected from the Finance Office in Building E. Staff are responsible for arranging shipping of personal items and providing invoices to the University to claim expenses as set out in your contract.

Holidays/Leave

Annual leave is 30 working days paid leave plus public holidays. In the case of emergencies, and with approval of your Dean or Head of Department, unpaid leave of up to one month can be taken providing it does not conflict with any teaching or administrative duties. Unpaid leave for more than one month will be considered on a case by case basis by the BUE President.

Any leave must be approved in advance by your line manager. To obtain this, you have to request the leave through your account on the HRM system. (more details regarding the attendance policy can be found in the HR page on BUE website)

Mail Services

Mail from overseas is delivered to Sherouk Post office and collected every 3 days and brought round to your office. There is no home delivery in Sherouk so arrange for all mail to be sent to you at the BUE. You may be able to get a PO Box number. Sending mail means finding a post office. The nearest is in Sherouk; in the souk, and has Express Mail Delivery (EMS) world-wide which is expensive but secure. Your departmental secretary should arrange for all BUE business to be mailed. You can also request for personal mail to be handled by the university mail service for a small fee over and above postage.

The common International Courier Services are available in Egypt. These include DHL and FedEx. They will deliver directly to your office at BUE and can arrange to collect items as well. The closest offices are in Rehab city.

Receiving books & periodicals

Getting deliveries from Amazon etc. should be no trouble provided they use courier services. Periodicals are sent to the BUE via an International shipping company and the representative of this company brings them as soon as they are received.

Medical Facilities

There are three clinics on campus staffed by nurses and three doctors. They are in building A in the basement level, in building G by the main entrance and building K. This is where you go and deal with minor illness. They are open Sunday to Thursday 8:45 am to 4:15 pm

At weekends and on evenings you will have to make your own way to the International Medical Centre which is about 15 minutes away by car on the Cairo-Ismailia Desert Road heading east from Sherouk.

You are entitled to free treatment at the International Medical Centre. The HR will issue a medical card to use it there.

In an emergency you should go to the nearest hospital, ask for the receipts and present them to BUE.

The BUE has an ambulance which contains all necessary equipment to transport emergency cases to the nearest hospital. In case of an emergency call the University clinic on Extension 1912 during working hours. You can also call Dr. Dalia, the BUE doctor, on 01016007507 for advice.

The first time you visit the hospital you need to fill out a registration form at the desk to the left of the Outpatient’s entrance. As a foreigner you will usually be given VIP treatment and escorted by an English-speaking guide.  Prescriptions can be filled either at the hospital pharmacy or at any pharmacy of your choice. Follow up visits are free.

Transport

Buses from campus to different parts of the city arrive at 8:45 am and depart at 4:30 pm during school days (in case of approved early leave there will be buses departing at 2:30 pm). The evening service provides one car for two staff members on a daily basis from 5:00 pm till midnight. The staff members are picked from The BUE accommodation and returned to it.

Staff living in the BUE accommodation can join the car pool. Currently there are two options. Cars are available for staff who wish to drive themselves and who have a valid international license. One car is available for two staff members on a weekly rotation. For those who do not wish to drive, drivers are available in the evenings and weekends. Details can be found in the Car Use Policy.

Sherouk City now has public transport, i.e. buses, but the timings and pick-up points are not clear. You can use Uber or Careem applications to order a car and will collect you from your apartment if you can make arrangements. Madinaty also has a bus service to various locations in Cairo.

International licenses are required to drive in Egypt. These are available from post offices in the UK for around £7 if you have a valid UK driver’s license. International licenses are valid for one year and cannot be renewed.

If a car breaks down contact Mr. Yasser El-Kholy, Head of Transportation. His mobile number is 01008415938.

Accommodation & Living

Accommodation in Sherouk

The British University is situated about 70 km from the centre of Cairo in a new development known as El Sherouk set between the Cairo-Suez and Cairo-Ismailia roads. Staff are accommodated in the University Campus; a few minutes’ walk from the BUE.

The Sherouk development is large and since it is still being built, not yet fully serviced. Evenings in particular, are very peaceful and the lack of pollution and traffic is in sharp contrast to Cairo. All entrances are guarded 24/7 and personal safety does not appear to be an issue.

The Heliopolis club has a large, modern sports complex about 15 minutes’ walk away. It also contains a pleasant restaurant at reasonable prices. BUE staff have membership. Membership cards are issued by HR and are required to enter the club.

Shopping and Dining

City Plaza mall which is a 5 minutes’ walk from El Nakheel Compound contains Seif pharmacy, Toys shop and Spinneys hypermarket. Panorama Mall is 10 minutes’ away by car, you will find : RadioShack, Eye Club, La Poire, La Baguette bakery, ladies and gents hairdressers, home accessories, stationery, butchers, greengrocers, clothes, pharmacy, electronics and air conditioners.  Furthermore, there is a bank (AlAhli), Einstein Coffee Shop, Cats and Dogs Veterinary Clinic, a Dermatologist, Dentist and Pediatrician.

A branch of Metro supermarket is open 24/7 and stocks pretty much everything in the way of fresh and packaged foods and household items. They will deliver. Family Market has two small supermarkets selling food, some vegetables, newspapers and household items. It is relatively cheaper than Metro.

A branch of Carrefour has opened at the end of the University Road just before Ismailia Road. It contains basically everything you need from a fresh fruits and vegetables and packaged foods, clothes, toys, magazines, newspapers and household items. Mobinil, Vodafone, Magrahy optical selling eyewear and lenses and some clothes and a souvenir shop have also opened.

A branch of Hyper1 which is about a 15 minute drive from BUE. Take the Ismailia Desert Road heading towards 10th of Ramadan. Take right upon reaching the flyover and drive straight. It is on the right-hand side. It houses an incredible amount of groceries, cleaning supplies, fresh fruit and vegetables and packaged foods, toys, clothes, household goods, furniture and a variety of cooked food, etc…

Rehab City and Golf City are also good for shopping and eating places, both a 20 minutes’ drive away. You will find pretty much everything you want.

Madinaty also contains a number of shops, eating and coffee places. It can be accessed easily by taking the bridge which links it with Sherouk.

There are no restaurants within walking distance. Nanida Restaurant is the nearest and is about a five-minute drive from BUE. It also does home delivery. Rehab City and Golf City Mall have restaurants. These tend to be fast-food and steak houses. The nearest licensed restaurants are in the JW Marriott or Dusit Thani Hotels towards the ring road and airport.

A list of eating places in Sherouk and Madinaty can be found in Appendix 1.

Apartments

The apartments are spacious with 2 bedrooms with basic furniture and fittings (see below). A list of contents can be provided when you take up residence, but this may be written in Arabic. There is no specific policy available for loss or breakage of items. If something does not work call or email the Head of Dorms and he will send someone round usually the same day. You will either need to take time off or arrange for someone to receive them.

Electric and water supplies are reliable. Electricity is 240V. Sockets are the round 2-pin type. An amount of money is deducted from staff residing in an apartment to cover utility costs (electricity and water) as well as internet connection. Confirmation of how much is deducted from your salary can be obtained from the Head of Finance.

Flats have high-speed Internet with access to wireless. All flats have a TV with satellite dishes.

Flats are furnished with the following items.

Professional Development

 Conference Packages

The University supports the participation of its academic staff in national and international conferences. Staff involvement in research activities is aided by the dissemination of research findings through international/national journal publications and conference participation.  International conferences provide a platform for peer communication and provide a forum for possible research collaborations.  The presence and participation of academic staff members at conferences reflects the international presence and standing of the British University in Egypt. The University offers staff members who have spent at least a year at BUE a full coverage package once every two years.  This covers registration fees, accommodation costs, air travel and days off which are not deducted from annual leave.  Subject to availability of funds, further coverage may be available in cases where the staff member has already used up his or her full allowance.  For further details and information regarding the application process can be found on the staff resources section of the BUE website via the research portal and also by contacting the Vice-President for Research and Postgraduate studies.

 Research Days

The BUE entails that staff members are required to be on-campus for a five-day work week. However, Teaching Assistants or Research Assistants completing either their Master’s and/or PhD degrees are entitled to one-day study leave. Academic staff are also entitled to a one-day research leave. For detailed information regarding applicability and procedures visit the research portal of the BUE website.

APPENDIX 1

Below is a list of eating places and coffee shops which can be found in Sherouk and Madinaty

Nanida Restuarant

• 8th District, On Main Shorouk Road, Shoruk City, Cairo, Egypt
• Shisha, Coffee Places, Lebanese, International, Pizza, Oriental
• 0226875107 – 0226875108
• Delivery

Arabiata El Shabrawy

• 16919
• El Shorouk City : Beside The British University-BUE
• Open hrs: 08:00 AM to 18:00 PM
• Cuisines : Egyptian, Foul & Tameya, Fast Food
• WiFi Outdoor

McDonald’s

• 19991, 01201988868
• El Shorouk City : Shell Gas Station, El Horreya Square
• Open hrs: 00:00 AM to 00:00 AM
• Cuisines : Burgers, Sandwiches, Fast Food
• Delivery 24 hrs

Pizza Master

• 19577
• El Shorouk City : Panorama Mall
• Open hrs: 11:00 AM to 00:00 AM
• Cuisines : Italian, Pizza

Papa John’s Pizza

• El Shorouk City : Panorama Mall
• Open hrs: 11:00 AM to 02:00 AM
• Cuisines : American, Pizza
• 19277
• Delivery

Quick Sandwiches

• 0226871047 / 01227501030
• El Shorouk City : Inside Panorama El Shorouq mall, ground floor, shop no. 7
• Open hrs: 10:00 AM to 03:00 AM
• Cuisines : Sandwiches, Fast Food
• Delivery Catering

Del Vento

• Madinaty : Inside Madinaty Club
• Open hrs: 10:00 AM to 00:00 AM
• Cuisines : Sandwiches, Italian
• Outdoor

Lunch Break

• 01119701000 / 01096337771 / 01000460100
• El Shorouk City : Inside Arabesque Mall, Madinaty
• Open hrs: 09:00 AM to 01:00 AM
• Cuisines : International
• Delivery WiFi Outdoor No Smoking Area

Coffee Break Cafe

• 01119701000
• Madinaty : Inside Arabesque Mall, Madinaty
• Open hrs: 10:00 AM to 00:00 AM
• Cuisines : International

• Delivery WiFi Outdoor No Smoking Area

PREFACE

Dear Colleague

Working abroad is a ‘different’ experience. You will come across different management styles, different management structures, a different culture, alternative food and, it is hoped, a new and exciting lifestyle.

The purpose of this Handbook is to provide new expat staff, both academic and administrative, with information and advice to assist those in the early stages of their time in Egypt. It gives general information about Egypt and introduces the British University in Egypt (BUE).

This Handbook should be read in conjunction with our practical guide to working at BUE and living in its accommodation, entitled: Welcome to BUE & El Sherouk

Every attempt has been made to ensure that the context of both this Handbook and the Welcome document is accurate and up-to-date. BUE cannot, however, be held responsible for any errors in information, advice and guidance offered in good faith.

The BUE is a non-profit, private, Egyptian University which offers university degrees in the British academic tradition. It aims to contribute to education and scientific research in Egypt, thereby making available experts and technicians in the business, scientific and other academic specialisms needed by society. It aspires to use the latest and most modern academic techniques developed in Britain. The BUE also seeks to strengthen ties with other universities, scientific agencies and commercial organisations in Egypt and other Arab and foreign countries. Further information is available on the BUE Website: www.bue.edu.eg

Wishing you a very warm welcome to The British University in Egypt.

CONTENTS

Section 1: Introduction to Egypt

Section 2: The British University in Egypt

Section3: Living in Egypt

Appendices:

Appendix A: Readings about Egypt

Appendix B: Emergency Contacts

Section 1: Introduction to Egypt

 Geography & Demography

The Arab Republic of Egypt covers an area of approximately 1,000,000 sq km and occupies the northeastern corner of Africa. It borders Libya to the west; Sudan to the south; and Israel and Palestine in the northeast. To the north, it faces the Mediterranean; to the east, the Gulf of Aqaba and Red Sea.

The vast majority of Egypt’s 85 million people, however, live in the fertile Nile valley and delta: an area which represents only around 6% of the total land area. Egypt’s major cities are the capital, Cairo, which has a population of over about 20 million, and Alexandria on the Mediterranean coast.

Currency

The unit of currency is the Egyptian pound (L.E.), which is comprised of 100 piasters Notes are in denominations of L.E. 200, 100, 50, 20, 10, 5 and 1. Coins are in denominations of 100, 50, 25 piasters.

The exchange rate was approximately $1=15.7, £1= 21.82 and Euro 1=18.72. Currency exchanges are open until 10.00 pm and can be found all over Egypt. Please check the current rates in your local bank.

Principal Religions

About 94% of Egyptians are Muslims (primarily Sunni), and Islamic practice is widely observed. Of the remainder, around 5% are Coptic Christians. Other Christians, such as Greek Orthodox and Catholics represent around 1% of the population. Freedom of worship is exercised.

 Language

The official language is Arabic, but English and French are widely used.

Time

Egypt is two hours ahead of Greenwich Mean Time (+2 GMT).

Climate

Egypt is hot in the summer months, particularly in July and August, which can also be quite humid. Winter months are appreciably cooler, and windy days in January or February can be relatively cold. Throughout the year, Upper Egypt is significantly warmer than Cairo; Alexandria generally milder. Average monthly temperatures for Cairo (in Centigrade) are:

Max.             Min.

January                                                                              18                    9

February                                                                            20                    9

March                                                                                23                    11

April                                                                                  28                    14

May                                                                                   32                    17

June                                                                                   34                    20

July                                                                                    35                    22

August                                                                               34                    22

September                                                                         33                    20

October                                                                             29                    17

November                                                                         25                    14

December                                                                          20                    10

Official Public Holidays

The dates of official public holidays of the University for the academic year are set as per the University Calendar. ( Please see BUE Website)

Further Reading on Egypt

Appendix A provides a list of useful and interesting books on Egypt. You may wish to purchase some of these prior to your arrival, although a good range of books on Egypt is available locally.

Section 2: The British University in Egypt

Since 1998 the British and the Egyptian Governments sought the formation of a British University in Egypt. The vision was to provide a UK style education to produce graduates of UK quality that both Egyptian and British companies would be confident in employing in key sectors of the Egyptian economy.

A group of UK universities led by Loughborough University (LU) gave advice on the academic direction, teaching and quality management processes for the new institution, thus ensuring the ‘British’ quality of the education. Funding for the University has been provided by a group of Egyptian businessmen who are now the founders of the BUE.

BUE degrees are fully accredited by the Egyptian Ministry of Higher Education. BUE has also established a formal partnership with LSBU under which it validates BUE undergraduate programs in the Faculties of Business Administration, Economics and Political Science, Engineering, Informatics and Computer Science, Communication and Mass Media, Arts & Humanities, Law and Faculty of Energy & Environmental Engineering. BUE has also achieved formal validation with Queen Margret University (QMU) for degrees in the Faculty of Nursing. Graduates receive a BUE and a LSBU or QMU degree leading to dual awards of the two universities.

In addition to the validation of the postgraduate programs from LSBU in the Faculties of Business Administration, Economics and Political Science, Engineering, Informatics and Computer Science, Communication and Mass Media

Students of the BUE will enjoy strong links with business partners in Egypt and in the UK, leading to training opportunities, internships and field studies in Egypt and abroad.

 The Academic Programme

The academic programme of the BUE follows the British model, in which students receive a combination of lectures, tutorials and laboratory sessions. However, their own guided efforts are central to their learning, taking the form of projects, group work and other assignments. The focus is thus on the student’s acquisition of the necessary skills for independent learning.

In order for students to have the best chance of succeeding in their chosen degree courses, a Preparatory Year Programme has been developed. This is taken by all students and assists them in moving from a school mode of study to the challenges of University-level work. English, Mathematics and IT modules are required of all students in the Preparatory Year as well as modules specific to their degree studies.

It is expected that additional degree programmes will be added in the coming years.

Section 3: Living in Cairo & Recreational Facilities

Availability of Goods in Cairo:

All essential items can be found. A number of new shopping malls are now open which generally include shops, restaurants, cinema, supermarkets and underground car parks.

Clothing:

You should bear in mind that, whilst summers are hot in Cairo, in winter, it becomes relatively cold. Sweaters, heavier jackets and overcoats, suits and dresses should be packed in addition to light summer clothes. Clothing which is reasonably priced can be purchased locally. As in most predominantly Islamic countries, women are expected to dress modestly in public; shorts and ‘strappy’ sundresses are not usually acceptable. Fashionable shoes and sandals for both men and women are available in Cairo and are cheaper than in Europe. Some international designs are available. Sports clothes and equipment are also available.

Food:

Fresh fruits, vegetables and meat are very good, plentiful and inexpensive.

Goods for Children:

1- Clothing

Sweatshirts, jogging suits and anoraks are suitable clothing for winter months, with plenty of light cotton clothes for summer. Children’s casual summer clothes are widely available and inexpensive. High quality children shoes are increasingly available. Children at the British schools wear a uniform, which can be obtained directly from the school.

2- Toys

Children’s books, toys and playthings are widely available.

3- Baby Foods

The supply of baby food is reasonably consistent. Many types of powdered milk, which are inexpensive, are available as are baby cereals. “Milupa” foods are also available. Baby juices and vitamins are easily found.

Health

It may take a while to adjust to a new environment with different food and sanitation standards. Most people develop minor stomach upsets during this period of adjustment. High standards of hygiene, however, can help to reduce this problem and inexpensive remedies are best purchased locally.

Vaccinations

No certificate of vaccination is required if you enter Egypt directly from the UK or the US. However, it is a wise precautionary measure if you obtain immunisation against hepatitis, tetanus and cholera. Children should have received the usual vaccinations against diphtheria, measles and BCG.

Medication

Over-the-counter medications are generally available in major pharmacies without prescription, as well as medications for common ailments and flu. Other medications such as anti-depressants require the prescription of a certified physician.

Pharmacies are generally open from 9 AM – 11 PM, daily. There are a number of 24 hours pharmacies widely spread over Cairo.

Education

Egypt has an old tradition of teaching foreign languages at its schools, particularly those run by religious institutions. Currently you will find a large number of ‘foreign language schools’ which teach a foreign language, plus a number of International schools teaching a foreign curriculum including American, British, French and German schools.

Mobile Phones and Internet

Mobile phones are widely used in Egypt and are easy to purchase. Currently there are four companies Orange, Vodafone, Etisalat and WE operating in Egypt, offering competitive subscription packages (both pre- and post-paid), as well as mobile handsets

For further details, please visit the stores directly, which are found in major malls

High-speed Internet connection is available on Campus. Home connections are available through Dial-up with subscription fees. The latter are available through Internet service-provider companies, such as WE.

Churches & Mosques

In Egypt, there are a large number Mosques and also Orthodox, Catholic and Protestant churches, reflecting the diversity of the city’s indigenous and foreign religious community.

Restaurants

Eating out in Egypt is mostly inexpensive and there are a variety of choices

There is also a thriving UK expatriate community centred at The British Community Association Clubhouse– 11, Mohamed Youssef El-Kadi St., Heliopolis. Tel.: 2918533 10 a.m – 3 p.m

There are a number of restaurants offering a variety of cuisines in nearby hotels.

Entertainment & Travel

As a cosmopolitan city which attracts a very large number of tourists, Cairo has facilities for recreation which should suit most tastes. There are, of course, the attractions which the tourists flock to see—ranging from the antiquities of Pharaonic Egypt to the excellent sub-aqua diving in the Red Sea, as well as theatres, cinemas, libraries, restaurants, nightclubs and sports clubs. It is advisable to read Egypt Today magazine for information about museums, art galleries, the Opera House and theatres. In addition, there are a number of cinemas in Cairo, most showing a mixture of up-to-date English and Arabic films. There are a variety of interesting places to visit around Cairo like Giza/Sakarra Pyramids, Khan El Khalili, Egyptian Museum, and around Egypt like Luxor, Aswan, Sharm El-Sheikh, and Hurghada.

Arabic Courses

As well as increasing your effectiveness in your job, an ability to speak some Arabic will make your and your family’s stay in Cairo far more enjoyable. Staff and their families are, therefore, encouraged to study the language. Arabic Courses can be taken in many institutes like International Language Institute in Heliopolis.

Newspapers and Magazines

English newspapers and magazines can be bought and ordered locally. There are a number of bookstores in Cairo, well-stocked with books, newspapers and magazines in different European languages.

Sports Clubs

There are a number of sports clubs in El Sherouk and Cairo offering a wide range of sporting activities including tennis, swimming, squash, riding, golf, shooting, etc. In addition, some of the hotels in Heliopolis offer club memberships which allow access to their sporting facilities, mainly swimming pools and tennis courts.

There are also sport clubs in New Cairo which offer superb leisure facilities and amenities including a fitness center, spa, swimming pool, tennis, golf and squash courts. They also include day care and resort guestrooms.

Home Entertainment

Television programmes are mainly in Arabic though there are foreign language programmes, principally in French and English. You can subscribe to foreign channels with a special decoder or invest in a satellite dish.

Appendix A

Readings about Egypt

• Travel Aid “Guide to Egypt ” – Michael Von Haag, (Travel Aid)
• Blue Guide to Egypt – Veronic Seton Williams and Peter Stocks, (Ernest Benn)
• Thornton Cox Traveler’s Guide to Egypt – Penelope Turing, (Geographic)
• Egypt Travel Guide (Lascelles)
• Dollar wise Guide to Egypt – Nancy McGrath, (Frommer)
• Fodor Guide to Egypt – Kay Showker, (Hodder & Stroughton)
• Universal Pocket Guide to Egypt, (Lascelles)
• Let’s Go, The Budget Guide to Greece, Israel and Egypt, (Harvard Student Agencies)
• Encyclopedia Guide to Egypt, (Nagel)
• The Baedeker Guide to Egypt
• Land of Egypt – Jasper More, (Batsford)
• Cairo – Malise Rutheren, (Time Life Books [the Great Cities])
• Atlas of Ancient Egypt – John Baines and Jaromir Malek, (Phaidon Press)
• Sakkara – Jill Kamil, (Longman)
• The Blue Nile – Alan Moorehead, (New English Library)
• The White Nile – Alan Moorehead, (New English Library)
• Africa – The Nile Route – Kim Naylor, (Lascelles)
• The Pyramids of Egypt – I.E.S. Edwards, (Pelican)
• The Alexandria Quartet – Lawrence Durrel, (Faber)

Appendix B

Emergency Numbers

1. General

1.1 The University aims to provide a safe, healthy and secure environment in which to carry on the University’s affairs. All possible preventive measures are taken to eliminate accidental injuries, occupational diseases and risks to personal security.
1.2 Compliance with official governmental acts on safety of workers and related
legislation is the minimum standard acceptable. All students and members of faculty and staff are encouraged to strive to exceed these minimum legal standards and eliminate unnecessary risks.

PROCEDURES SUMMARY
1. The University
1.1. It is the responsibility of the University acting through administrative heads of units to:
1.1.1. provide a safe, healthy and secure working environment;
1.1.2. ensure regular inspections are made and take action as required to improve unsafe conditions;
1.1.3. ensure that health, safety and personal security considerations form an integral part of the design, construction, purchase and maintenance of all buildings, equipment and work processes;
1.1.4. provide first aid facilities where appropriate;
1.1.5. support supervisors and safety committees in the implementation of an effective health, safety and security programme;
1.1.6. ensure compliance with applicable legislation;
1.1.7. establish department or building safety committees;
1.1.8. communicate with the university community or affected groups about events or situations when potentially harmful conditions arise or are discovered;
1.1.9. ensure adequate resources are available to implement appropriate procedures.

2. The Supervisor
2.1. It is the responsibility of supervisory staff to:
2.1.1. formulate specific safety rules and safe work procedures for their area of supervision;
2.1.2. ensure that all employees under their supervision are aware of safety practices and follow safety procedures;
2.1.3. provide training in safe operation of equipment;
2.1.4. inspect regularly their areas for hazardous conditions;
2.1.5. correct promptly unsafe work practices or hazardous conditions;
2.1.6. be responsive to concerns expressed about personal security and investigate any accidents, incidents or personal security concerns which have occurred in their areas of responsibility;
2.1.7. report any accidents or incidents involving personal security to the appropriate University authority;
2.1.8. participate, if requested, on department or building safety committees.

3. Individual Students and Members of Staff and Faculty
3.1 It is the responsibility of individual students and members of faculty and staff to:
3.1.1. observe safety rules and procedures established by supervisory staff,
administrative heads of unit and the University;
3.1.2. be safety-conscious in all activities, be they work, study or recreation;
3.1.3. report as soon as possible any accident, injury, unsafe condition or threats to personal security to a supervisor or administrative head of unit;
3.1.4. use properly and care for adequately personal protective equipment provided by the University;
participate, if elected or appointed, on departmental or building committees.

4. Detailed Procedures
4.1 The University Health and Safety Committee works to achieve these objectives
by providing education and reviewing policies and procedures.
4.2 Department/Area/Building Safety Committees carry out the safety programs
their areas and make recommendations to ensure that the safety objectives of the University can be achieved.
4.3 The University’s health and safety authorities and Security Services assist departments to implement and maintain effective health, safety and personal security programmes, liaise with the regulatory authorities on behalf of the University and support the activities of the University’s Safety Committees.

5. Definitions
5.1 An administrative head of unit is a director of a service unit, a Head of an
academic department, a Director of a center, a Dean, an associate Vice President, the Registrar, the University Librarian, a Vice president or the President.
5.2 A supervisor is a person, not necessarily an administrative head of unit who
has been delegated supervisory responsibility for others working or studying at BUE.

Health and Safety program

Plan of action
1. Assignment of HAS duties to personnel as follows
 One Safety Warden for each lab + one Faculty supervisor
 Buildings are divided into floors and sections on each floor and given a letter designation
 One Safety Warden is appointed for each section
 One faculty member is appointed per floor

2. Skills to be imparted
 First aid training for safety Wardens
 Fire drills for everyone
 Emergency evacuation

3. Supplies required
 First aid kits in all labs/workshops
 Fire extinguishers in labs/workshops and in hallways of buildings
 Safety instructions in large lettering in labs/workshops, bilingual
 Proper clothing to be worn in labs/workshops
 Eye, hearing, hands and foot protection in labs/workshops
 Clear instructions on how and when to use the labs/workshops safely

4. Documents to be prepared
 Safety manual (to be handed to new employees, with an abridged manual for new students)
 Emergency / Fire safety plan
 Ergonomics manual (for safe use of computers and computer tables)
 Emergency contact information (on and off campus) including police, ambulance, campus security, fire department, poison control, maintenance, etc.
Specific manuals would also be prepared for departments operating labs and workshops including:
 Safe Work Procedures for Chemistry Labs,
 Safe Work procedures for Electrical Labs,
 Safe Work Procedures for Civil Engineering Labs,
 Safe Work Procedures for Mechanical Engineering labs/workshops.
 Safe Work Procedures for Petroleum Engineering Labs
These manuals would include sections on protective gear, waste management, regular inspection and emergency procedures.

5. Additional items
 Inclusion of HAS in orientation of new students and staff
 HAS review al least once a year
 Emphasizing HAS in some of the first year modules
 HAS audit of the Campus, inside and outside of buildings to identify problem areas and propose remedial measures.

Safety Committees:
A university Health and Safety committee is formed , initially, to be replaced by faculty a committees in the future as faculties grow in size and facilities.
Organization Structure of a Faculty Health and Safety Committee

At the faculty level, The Dean is the administrative leader of the faculty and is ultimately responsible for all issues related to the faculty’s operations, personnel and workplace/employee safety related matters. As the administrative leader, the dean is responsible for:

 establishing a faculty Health and Safety committee consisting of representatives of all employee units;
 designating area supervisors for the faculty workplace environment;
 appointing a safety program administrator to coordinate and support the safety initiatives within the faculty to provide a safe working environment for all employees;
 maintaining safety training records for faculty personnel and students;
 maintaining a minimum level of First Aid via designated staff trained to administer First Aid, and maintains First Aid kits in all labs and workspaces;
 actively support supervisory staff and designates in the implementation and enforcement of all aspects of the safety policy

The Faculty’s Health and Safety Committee is appointed by the Dean and is mandated to carry out the safety programs within the faculty and makes recommendations to ensure that the safety objectives of the University can be achieved. This committee, headed by a faculty member, is comprised of faculty, staff and students from the various representative employee units making up the Faculty of Engineering staff.

The Area Supervisors are designated by the Dean. The responsibilities of Area Supervisors are outlined in the University Policy and include the following:

 To formulate specific safety rules and safe work procedures for the area of supervision.
 To ensure that all employees under their supervision are aware of safety practices and follow safety procedures.
 To provide training in the safe operation of the equipment.
 To regularly inspect their designated areas for hazardous conditions.
 To promptly correct any unsafe work practices or hazardous conditions.
 To be responsible to concerns expressed about personnel security and investigate accidents, incidents or personal security concerns which occur in their area of responsibility.
 To report any accidents or incidents or safety issues to the Dean and Health & Safety Committee Chair.

The Health and Safety Programme Administrator is appointed by the Dean and acts as the faculty’s administrator for safety-related matters. These matters include the development, coordination and implementation of workplace inspection and safety training programmes for faculty’s employees (i.e. faculty, staff and teaching assistants) as well as students. The responsibilities of the Safety Programme Administrator are to support Area Supervisors and the Faculty’s Safety Committee in the implementation of the Faculty’s Safety Policy.

Health and Safety Policy
The University is determined to create a strong culture of health, safety and wellness awareness among the faculty, staff, students and visitors by implementing an effective Health and Safety Programme.
It is the responsibility of the University to be aware of and comply with all workplace safety acts and related legislations as a minimum acceptable standard in order to protect or improve the health, safety and well-being of faculty, staff, students and the environment.
It is the responsibility of the University to ensure that all hazards are identified and eliminated or guarded against by maintaining proper standards of maintenance of plant and equipment, implementing effective safety practices and conducting regular inspections.
It is the responsibility of the University to ensure that faculty, staff and students receive education and training on safe work practices, hazard reduction and emergency situation procedures.

It is the responsibility of all faculty, staff and students to learn and follow proper safety procedures in each area and to observe all regulations pertaining to their work for the prevention of accidents and maintenance of a safe and healthy work environment.
It is the responsibility of supervisors to ensure the safety of staff or students under their supervision by conducting operations in a safe and efficient manner, performing regular inspections and reporting any accidents or incidents.

It is the responsibility of all faculty, staff and students to identify and report to supervisors and/or members of the safety committee all potentially hazardous conditions and to avoid any action or omission that could jeopardize their own health or safety or that of any other individual or the environment.Safe-work Procedures in Chemistry Labs

1. Personal Protective Equipment
Responsibilities
Supervisor’s Responsibilities

The supervisor must ensure that appropriate personal protective equipment is:
 Available to workers
 Properly worn when required
 Properly cleaned, inspected, maintained and stored.
Worker’s Responsibilities
A worker who is required to use personal protective equipment must:
 Use the equipment in accordance with training and instruction
 Inspect the equipment before use
 Refrain from using the equipment outside the work area where it is required if to do so would constitute a hazard
 report any equipment malfunction to the supervisor or employer
 a worker who is assigned responsibility for cleaning, maintaining or storing personal protective equipment must do so in accordance with training and instruction provided.

Eye and Face Protection
Should be used when there is a hazard from:
 flying particles
 liquid chemicals
 acids and caustic liquids
 gases and vapors
 injurious light
 chipping, grinding, welding

1.2.1. Face shield
Use face shield when working with a high volume of chemicals. Wear the Safety
Glasses under the Face Shield.
1.2.2. Eye Protection
Use special Safety Glasses or Goggles to protect against injurious light, such as
the glasses made to protect eyes against laser radiation. Use Chemical Goggles
when there is a risk of exposure to toxic or irritant fumes.

Adequate eye protection is required for all individuals in the laboratory. Do not remove your eye protection until you have physically left the lab room. The following types of eye protection are acceptable:

 Protective glasses should meet the requirements of ANSI Standard Z87.1- 1989, Practice for Occupational and Educational Eye and Face Protection, or equivalent.
 Where exposure to toxic or irritating fumes could be a problem, the best form of eye protection is safety goggles that form a tight seal to your face.
 A full-face shield is highly recommended when there is a risk of explosion or splashing, or with combustion and high temperature reactions.
 If there is a risk of face injury, suitable face protection must be worn.
 Face protectors and non-prescription safety eyewear must meet the requirement of relevant Standards such as (a) Standard CAN/CSA-Z94.3-92, Industrial Eye and Face Protectors, or (b) ANSI Standard Z87.1-1989, Practice for Occupational and Educational Eye and Face Protection, or European equivalent Standards.

1.2.3. Bifocal, trifocal and corrective prescription glass lenses
 Protective glasses and face shields that cover corrective prescription lenses are available commercially
 Prescription safety eyewear must meet the requirements of relevant Standards for industrial eye and face protectors.
 Bifocal and trifocal glass lenses must not be used if there is danger of impact unless they are worn behind impact-rated goggles or other acceptable eye protection.
1.2.4. Contact lenses
Contact lenses can be a hazard and should not be worn in the lab.
1.3. Body Protection
Use appropriate skin, hand, foot or body protection if a worker is exposed to a substance or condition which is likely to puncture, abrade or otherwise adversely affect the skin or be absorbed through it.
If there is a danger of injury, contamination or infection to a worker’s hands, arms, legs, or torso, the worker must wear properly fitting protective equipment appropriate to the work being done and the hazards involved.
1.3.1. Gloves
Use gloves when there is a risk of cutting materials, working with extreme
temperature, chemical burns, hazardous material skin absorption.
Depending on the procedure to be carried out, different types of gloves must
be available in the laboratory. The gloves should “fit” the chemical.
Check for appropriate: glove material, permeation rating and breakthrough
time.
Asbestos gloves should not be used. If any are found, they should be replaced.
 Gloves are made from a variety of materials which vary in their permeability and wear resistance.
 Disposable gloves are made of PVC, latex, nitrile, and combinations of the aforementioned. These gloves are for general use and have low abrasion resistance.
 More resistant, impermeable, reusable gloves are made from butyl rubber, nitrile or neoprene.
 Nitrile gloves are highly resistant, give maximum protection from liquid chemicals. Thin Nitrile Gloves (purple) are good for general use; Heavy-duty Nitrile Gloves (green ) are for heavy volume of chemicals, also for spill clean-up. Rubber Gloves have good chemical resistance and load abrasion resistance. Neoprene Gloves are almost impermeable to regular solvents and fairly abrasion resistant. Kevlar Gloves are cur resistant for handling glassware.
 Use Heat-Resistant Multi-Composite Gloves to protect high or low temperatures or special procedures.
1.3.2. Lab Aprons or Lab Coats
The strength and permeability of aprons depend on the materials used.
 Aprons should be fire-resistant, chemical resistant and easily washed.
 Flammable fabrics should be avoided.
 Lab coats should be made of strong fabric and must be able to be removed quickly in case of accidents. They must be long enough to protect the legs. Lab coats exposed to harmful chemicals should not be worn in public areas.
1.3.3. Footwear
Worker’s footwear must be of a design, construction and material appropriate to protection required.
To determine appropriate protection the following factors must be considered: slipping, uneven terrain, abrasion, ankle protection and foot support, crushing potential, temperature extremes, corrosive substances, puncture hazards, electrical shock and any other recognizable hazard. If a determination has been made that safety protective footwear is required to have toe protection, metatarsal protection, puncture resistant soles, dielectric protection or any combination of these, the footwear must meet standards requirements. Footwear for chemistry laboratory work:
 Substantial shoes must be worn and should cover the entire foot.
 Open-toed shoes and sandals must not be worn in the laboratory.
 Safety shoes or foot guards may be required under certain circumstances (e.g., when moving compressed gas cylinders).
 When cleaning up floor spills wear plastic foot covers.

2. Laboratory Waste Disposal
2.1 Introduction
Waste disposal requires well-defined procedures to prevent exposure to hazardous
materials. This procedure describes the methods for safe disposal of:
 Chemical Waste
 Biohazard Waste
 Radioactive Waste
 Laboratory Glass Waste
 Waste Oil
 Waste Batteries
2.2 Prohibition

The following are prohibited or restricted wastes and should not be discharged to the sanitary sewer:
 Flammable and explosive waste
 High temperature waste (above 65 degree Centigrade)
 Corrosive waste (pH lower than 5.5 or higher than 12)
 Pathogenic waste
 Radioactive waste (exceeding radioactivity limitations established by European nuclear safety commissions)
 Waste with BOD > 500mg/l
 Waste with TSS 600 mg/l
 Waste with oil and grease
 Phenols
 Chlorophenols
 Bezen
 Ethylbenzen
 Toluene
 Xylene
 Polycyclic aromatic hydrocarbons
 Metals
 Other inorganic contaminants (cyanide, sulphide, sulphate)
 Waste capable of producing air contaminants
 Waste capable of producing obstruction/interference with sewage facility operation

2.3. Responsibilities
Principal investigators, supervisors, technicians and students must be familiar with current waste disposal procedures for chemical, biohazardous, pathological and radioactive substances handled in their respective areas.
Supervisors are responsible :
 For ensuring that all employees are trained and familiar with these disposal procedures
 That all laboratory procedures are in conformance with these requirements

2.4 Other special waste disposal

2.4.1. Glass Waste
It is the responsibility of lab personnel to ensure that glass waste is packaged
safely and that full containers are taken to the building’s designated area for
pick-up and disposal by the department responsible.
Glass waste containers must not be used for contaminated sharps and
needles. These materials are handled separately and the special procedures
for their disposal must be followed. Contaminated glass waste may only be
disposed of using containers if the material has been decontaminated by an
appropriate method.

1. Policy Statement

1.1 The British University in Egypt is committed to a policy of protecting the rights and privacy of individuals (includes students, staff and others) in accordance with recognized UK Data Protection principles, and in keeping with the requirements of Egyptian law and expectations regarding cultural norms. The University needs to process certain information about its staff, students and other individuals it has dealings with for administrative purposes (e.g. to recruit and pay staff, to administer programmes of study, to record progress, to agree awards, to collect fees, to comply with contractual obligations to validating bodies, and to comply with legal obligations to the government). Information about individuals must be collected and used fairly, stored safely and securely and not disclosed to any third party inappropriately.

2. Legal Framework
2.1 The UK Data Protection Act (DPA) (1998), which determines the policy of BUE’s UK partners in relation to the management of personal data, does not apply in Egypt.

2.2 Egyptian Labour Law article 56 states: “the worker is obliged to keep and maintain work secrets and not to disclose any information pertaining to work as long as it is secret per se or upon written instructions issued from the Employer”. In this context, personal employee data are considered work secrets.

2.3 Custom and practice dictate that disclosure of personal data to third parties is unacceptable. It is, however, considered acceptable for immediate family members, such as parents, guardians…etc to expect full and free access to students’ academic data pertaining to their performance in their relevant programmes. (Refer to 5. Data Protection Principles)

3. BUE’s Approach
3.1 The approach taken by the BUE, given the environment described in 2 above, is to adopt and adapt the relevant DPA principles, as benchmark standards of good practice, taking into account the Egyptian legal and cultural context. The University, as the owner of personal data, considers that it has a duty of care to itsdata subjects to protect their privacy and interests by sensitive handling of their records.

4. Definitions (adapted from the DPA)
4.1 Personal Data: Data relating to a living individual who can be identified from that information or from that data and other information in possession of the authorised individuals, including name, address, telephone number, id number. Also includes expression of opinion about the individual, and of the intentions of the authorised person in respect of that individual.

4.2 Sensitive Data: Different from ordinary personal data (such as name, address, telephone) and relates to racial or ethnic origin, political opinions, religious beliefs, health, sex life, criminal convictions. Sensitive data are subject to much stricter conditions of processing.

4.3 Data Subject: Any living individual who is the subject of personal data held by an organization.

4.4 Processing: Any operation related to organization, retrieval, disclosure and deletion of data and includes: obtaining and recording data; accessing, altering, adding to, merging, deleting data; retrieval, consultation or use of data; disclosure or otherwise making available of data.

5. Data Protection Principles
All processing of personal and sensitive data must be done in accordance with the principles below:

5.1 Data shall be processed fairly and according to the levels of subsystems & underlying application detailed in the “Management Structure for the SRS” document. Those responsible for processing data must make reasonable efforts to ensure that data subjects are informed of the identity of the authorised individual, the purpose(s) of the processing, any disclosures to third parties that are envisaged and an indication of the period for which the data will be kept.

5.2 Data shall be obtained for specific purposes by authorised individuals as detailed in the “Management Structure for SRS” document and not processed in a manner incompatible with those purposes. Data obtained for specified purposes must not be used for a purpose that differs from those.

5.3 Data shall be adequate, relevant and not excessive in relation to the purpose for which it is held. Information which is not strictly necessary for the purpose for which it was obtained should not be collected. If data are given or obtained which is excessive for the purpose, they should be immediately deleted or destroyed: this is the responsibility of the authorised person accessing the information.

5.4 Data shall be accurate and, where necessary, kept up to date. Data, which are kept for a long time, must be reviewed and updated as necessary. No data should be kept unless it is reasonable to assume that they are accurate. It is the responsibility of individuals to ensure that data held by the University are accurate and up-to-date. Completion of an appropriate registration or application form etc will be taken as an indication that the data contained therein is accurate. Individuals should notify the University of any change in circumstances to enable personal records to be updated accordingly. It is the responsibility of the University to ensure that any notification regarding change of circumstances is noted and acted upon.

5.5 Data shall be kept only for as long as necessary and as detailed in Point 9.3

5.6 Sensitive data shall not be disclosed to any third part unless required by law to do so.

5.7 Appropriate technical and organizational measures shall be taken against unauthorised processing, accidental loss or destruction of data.

6. Data Subject Rights
Data subjects have the following rights regarding data processing, and the data that are recorded about them:

◦ To make subject access requests regarding the nature of information held and to whom it has been disclosed (an administrative fee may be charged for such
information, as approved and announced by the University).
◦ To prevent processing likely to cause damage or distress.
◦ To prevent processing for purposes of direct marketing.
◦ To be informed about mechanics of automated decision making process that will significantly affect them.
◦ Not to have significant decisions that will affect them taken solely by automated process.
◦ To take action to rectify, block, erase or destroy inaccurate data.

1 Nature of the Policy:
This Policy sets out the approach taken by BUE to ensure acceptable use of its IT facilities. This
is important since IT is integral to almost all activities at BUE. The rapidly developing role of
eLearning adds to the need for an Acceptable Use Policy. The Policy defines various types of
unacceptable use. It recommends a procedure for dealing with unacceptable behaviour and the
sanctions to be applied.

2 Authorisation for Use of IT Facilities:
All staff and students at BUE are entitled to use the University’s IT systems and infrastructure.
They become “authorised” users through signing admission or contractual documents on joining
the University, agreeing through clauses thereby to abide by this Policy for Acceptable Use of IT
Facilities.

3 Unacceptable Use of IT Facilities includes:
 action which will cause damage to the IT system or its infrastructure, such as the
introduction of viruses
 action which will cause damage to the access of another authorised user, or to his/her
programmes, files or data
 violation of the privacy of any other authorised user
 allowing an unauthorised user to make use of his/her authorised access
 use of the University’s IT facilities for purposes other than those associated with the
academic requirements of the authorised user and, in particular, for any commercial
purposes
 the creation or transmission (other than for properly supervised and lawful research
purposes) of any offensive or indecent images, data or other material, or any data capable
of being resolved into obscene or indecent images, data or other material
 the creation or transmission of material which is designed or likely to cause annoyance,
harm or needless anxiety
 the creation or transmission of defamatory material
 the transmission of material such that this infringes copyright of another person
 contravention of the University’s Email Policy (See Annex).

4 Disciplinary Procedure for dealing with possible breaches of Policy for Acceptable Useof IT Facilities
Students will be dealt with according to the Code of Conduct and Discipline of Students in
ANNEX 8 of the General Academic Regulations. Offences are classed as Minor or Major. In the
case of Minor Offences the Head of IT Services is authorised by Section 5.3 to consider charges
and impose penalties specified in Sections 5.11 to 5.13.

Staff will be dealt with according to the Staff Disciplinary Procedures.The British University in Egypt Email Policy
The purpose of this policy is to ensure the safe and proper use of The British University in
Egypt’s email system and make users aware of what The British University in Egypt deems as
acceptable and unacceptable use of its email system. At its core, this policy aims to protect the
privacy of individuals affiliated with the University as well as protecting the rights of the
institution. Although The British University in Egypt will do its best to protect personal privacy,
you should also be aware, however, that privacy or confidentiality cannot be guaranteed in
anything you create, store, or receive on the University’s computer systems.
This is consistent with BUE’s Data Protection Policy to which reference should be made.

LEGAL RISKS
Email is a business communication tool for The British University in Egypt and users are
obliged to use this tool in a responsible, effective and lawful manner. Although by its nature
email seems to be less formal than other written communication, the same laws apply.
Therefore, it is important that users are aware of the legal risks of email:

 If you send emails with any libelous, defamatory, offensive, racist or obscene material,
you and The British University in Egypt can be held liable.
 If you forward emails with any libelous, defamatory, offensive, racist or obscene
material, you and The British University in Egypt can be held liable.
 If you unlawfully forward confidential information, you and The British University in
Egypt can be held liable.
 If you send an attachment that contains a virus, you and The British University in Egypt
can be held liable.
By following the guidelines in this policy, email users can minimize the legal risks involved in
the use of e-mail. If any user disregards the rules set out in this Email Policy, the user will be
fully liable. In such cases, The British University in Egypt may, following the negative outcome
of an internal investigation, subject the user to disciplinary action and disassociate itself from
the user as far as legally possible.

LEGAL REQUIREMENTS
The following rules are required by law and are to be strictly adhered to:

 It is strictly prohibited to send or forward emails containing libelous, defamatory,
offensive, racist or obscene material. If you receive an email of this nature, you
must promptly notify the Head of IT.
 Do not forge or attempt to forge email messages.
 Do not send email messages using another person’s email account.
 Do not disguise or attempt to disguise your identity when sending email.

GOOD PRACTICE
The British University in Egypt considers email as an important means of communication and
recognises the importance of proper email content and speedy replies in conveying a
professional image and delivering good customer service. With this in mind, users should
adhere to the following guidelines:

 Writing emails:
o Write well-structured, concise emails.
o Choose an appropriate and descriptive Subject for your email.
o Signatures should include your name and job title.
o Do not send emails to staff lists unless absolutely necessary.
o Use the spell checker before you send out an email.
o Do not send unnecessary attachments. It is advisable to compress attachments
larger than 200K before sending them.
o Do not write emails in capitals.
o Only mark emails as important if they really are important.

 Group emails:
o Do not send email to unnecessary recipients.
o Use defined groups to facilitate the most efficient use of email.
o Inquire with the IT Department regarding available group emails.

 Maintenance:
o Delete any email messages that you do not need to retain.
o Routinely empty “deleted items” folder.

 Replying to emails:
o Generally, only reply to the sender and not “Reply to All”. Only reply to those
copied in the email where absolutely necessary.

PERSONAL USE
Although the British University in Egypt’s email system is provided for business use, the
University allows the reasonable use of email for personal use if certain guidelines are followed:

 Personal use of email should not interfere with work.
 Personal emails must also adhere to this policy.
 The forwarding of chain letters, junk mail, jokes and advertising is strictly forbidden.
 Do not send mass mailings.

System Monitoring You should be aware that your emails and computer activity can be
monitored and that this may be done without prior notification. The British University in Egypt
deems this necessary in the event that there is evidence that the University email Policy is being
contravened. After an investigation, appropriate disciplinary action may result if it is proved that
such contravention has occurred.

EMAIL ACCOUNTS
All email accounts maintained on The British University in Egypt’s email systems are property
of the British University in Egypt. Passwords should not be given to other people and should be
changed once a month

QUESTIONS
If you have any questions or comments about this Email Policy, please contact
ITSupport@Bue.edu.eg