DYIMS Policies
1. Vision, Mission and Institutional Objectives
Dr. Yahya Institute of Medical Sciences (DYIMS) is committed to developing competent, ethical, skilled, and professionally capable graduates and learners who can contribute effectively to healthcare, allied health, occupational safety, industry, and society.
The Institute shall continuously develop its academic programmes and professional training services in response to the needs of learners, employers, healthcare providers, industry, regulators, and society.
2. Quality Policy
DYIMS is committed to:
- Providing learner-centred education and professional training
- Maintaining competent academic, technical, and administrative staff
- Providing suitable facilities, laboratories, learning resources, and technology
- Meeting applicable legal, regulatory, accreditation, and awarding-body requirements
- Promoting academic integrity, professionalism, fairness, and equality
- Monitoring learner and institutional performance
- Responding to learner, employer, industry, and stakeholder needs and Continually improving the effectiveness of its academic and quality management systems.
Management shall provide appropriate leadership, resources, and support to implement and maintain this commitment.
3. Governance and Management Policy
DYIMS shall maintain a defined governance structure with clear responsibilities for:
- Institutional leadership
- Academic management
- Quality assurance
- Student affairs
- Operations
- Finance
- Human resources
- HSE and compliance and Programme and departmental management.
The Institute shall ensure that decisions are made responsibly, transparently, ethically, and in the best interests of learners and institutional quality.
4. Academic and Programme Management Policy
DYIMS shall ensure that all degree programmes, diplomas, HSE courses, NEBOSH, IOSH, and other professional qualifications are properly planned, approved, delivered, monitored, and reviewed.
The Institute shall ensure that:
- Programmes are delivered according to approved curricula and requirements
- Learning outcomes are clearly defined
- Qualified and competent staff are appointed
- Appropriate learning resources are provided
- Assessments are fair, valid, and appropriate
- Learner progress is monitored and Programmes are reviewed periodically for relevance and effectiveness.
5. Admissions and Learner Enrolment Policy
DYIMS shall maintain fair, transparent, consistent, and properly controlled admissions procedures.
The Institute shall:
- Define eligibility criteria for each programme
- Verify learner identity and supporting documents
- Ensure admission decisions are based on approved criteria
- Provide accurate pre-course information
- Maintain proper admission and enrolment records and Ensure that learners understand relevant programme, fee, assessment, and institutional requirements before enrolment.
No learner shall be admitted through fraudulent, misleading, or discriminatory practices.
6. Equal Opportunities and Non-Discrimination Policy
DYIMS shall provide fair opportunities in:
- Admission
- Education and training
- Assessment
- Employment
- Career development and Learner support.
The Institute shall not tolerate unfair discrimination, harassment, bullying, victimisation, or unfair treatment. Decisions shall be based on relevant qualifications, competence, performance, programme requirements, and legitimate organisational considerations.
7. Learner Complaints, Suggestions and Appeals Policy
DYIMS shall provide learners with a fair and accessible process for raising concerns, suggestions, complaints, and appeals.
The Institute shall:
- Provide accessible channels for submitting complaints and suggestions
- Handle concerns fairly, respectfully, and confidentially
- Investigate complaints using appropriate evidence
- Provide learners with an opportunity to explain their concerns
- Avoid conflicts of interest wherever reasonably practicable
- Communicate decisions within reasonable timescales and Use complaints and feedback to improve institutional services.
Where an issue falls under the authority of an external awarding body, DYIMS shall guide the learner towards the relevant external process.
8. Refund, Deferment and Re-enrolment Policy
DYIMS shall ensure transparency and consistency in the management of learner fees and enrolment status.
The Institute shall clearly communicate:
- Applicable fee structures
- Refund conditions
- Administrative deductions
- Deferment requirements
- Resit arrangements
- Re-enrolment conditions; and Third-party or awarding-body charges.
All requests shall be reviewed in accordance with the applicable learner agreement, approved fee structure, and relevant external requirements.
9. Malpractice and Academic Integrity Policy
DYIMS has zero tolerance for:
- Plagiarism
- Cheating
- Collusion
- Impersonation
- Contract cheating
- Third-party assistance
- Falsification of documents or records
- Examination misconduct and Staff or institutional malpractice.
The Institute shall promote academic honesty, investigate suspected malpractice fairly, preserve relevant evidence, and cooperate fully with relevant awarding bodies, including NEBOSH and IOSH.
10. Assessment and Examination Policy
DYIMS shall ensure that assessments and examinations are conducted fairly, securely, consistently, and in accordance with applicable requirements.
The Institute shall:
- Use appropriate assessment methods
- Provide learners with relevant assessment guidance
- Maintain assessment security
- Ensure appropriate examination arrangements
- Monitor learner progress
- Maintain accurate assessment records
- Provide appropriate feedback and Follow awarding-body requirements for external assessments and examinations.
No individual shall be given unfair academic advantage.
11. Reasonable Adjustments and Special Consideration Policy
DYIMS shall consider requests for reasonable adjustments and special consideration fairly and confidentially, subject to:
- Applicable awarding-body rules
- Supporting evidence
- Assessment requirements and The integrity and validity of the qualification.
The Institute shall not make adjustments that compromise the required competence or assessment standards.
12. Learner Support and Mentoring Policy
DYIMS shall provide, where appropriate:
- Academic guidance
- Tutor support
- Mentoring;
- LMS and technical support
- Examination guidance
- Progress monitoring
- Administrative assistance and Referral to appropriate support services.
The Institute shall monitor learner engagement and identify learners who may require additional support.
13. Tutor Recruitment, Qualification and Competence Policy
DYIMS shall appoint tutors based on appropriate:
- Academic qualifications
- Professional qualifications
- Subject knowledge
- Industry experience
- Teaching competence
- Relevant certifications and Professional standing.
Tutor credentials shall be verified and appropriate records maintained.
14. Tutor Performance Monitoring and CPD Policy
DYIMS shall monitor tutor performance through:
- Learner feedback
- Teaching observations
- Course results
- Academic reviews
- Assessment performance
- Professional development records; and CPD activities.
Tutors shall be encouraged and supported to maintain current professional knowledge and teaching competence.
15. Organisational Health, Safety and Environmental Policy
DYIMS shall:
- Identify and control workplace and educational risks
- Maintain safe classrooms, laboratories, workshops, and practical areas
- Provide suitable health and safety information and training
- Maintain emergency, fire, first-aid, and evacuation arrangements
- Provide PPE where required
- Encourage reporting of hazards and incidents and Continually improve its HSE performance.
The Institute shall promote a positive safety culture throughout all medical, allied health, laboratory, and HSE activities.
16. Data Protection and Privacy Policy
DYIMS shall:
- Collect only necessary information
- Use information for legitimate purposes
- Restrict access to authorised personnel
- Protect electronic and physical records
- Maintain confidentiality
- Manage data breaches appropriately and Retain and dispose of information responsibly.
Learner information shall only be shared with authorised third parties, including awarding bodies, where necessary and permitted.
17. Information Security and IT Acceptable Use Policy
DYIMS shall protect:
- LMS systems
- Learner portals
- Institutional databases
- Email systems
- Digital learning materials and Confidential electronic information.
Users shall be responsible for protecting passwords and access credentials and shall not misuse institutional IT systems.
18. Learning Resources and Materials Control Policy
DYIMS shall ensure that:
- Course materials align with approved syllabi
- Materials are reviewed periodically
- Outdated materials are withdrawn or controlled
- Copyright and licensing requirements are respected
- Digital and physical resources are appropriately managed and Learners have access to suitable learning resources.
19. Internal Quality Assurance and Standardisation Policy
DYIMS shall maintain appropriate arrangements for:
- Assessment review
- Standardisation
- Internal quality assurance
- Moderation
- Tutor support
- Feedback review and Corrective action.
The Institute shall identify inconsistencies and implement appropriate improvement actions.
20. Monitoring, Evaluation and Continual Improvement Policy
DYIMS shall use:
- Learner feedback
- Complaints
- Assessment results
- Audits
- Tutor performance reviews
- Course reviews
- Management reviews and Performance data to identify areas for improvement.
Corrective and preventive actions shall be implemented where appropriate.
21. Insurance Policy
DYIMS shall periodically review its activities and maintain appropriate insurance arrangements where required by law, contract, risk assessment, or organisational need.
Relevant insurance records shall be maintained and made available for appropriate review.
22. Recruitment and Human Resources Policy
DYIMS shall:
- Define job requirements
- Advertise vacancies appropriately
- Apply fair shortlisting and selection
- Verify qualifications and experience
- Conduct appropriate interviews
- Provide formal appointment documentation
- Conduct staff orientation and Monitor performance and professional development.
Selection shall be based on competence, suitability, qualifications, experience, and institutional requirements.
23. Safeguarding and Protection Policy
DYIMS shall:
- Promote a safe and respectful environment
- Provide appropriate reporting arrangements
- Respond to safeguarding concerns promptly
- Protect confidentiality appropriately and Take suitable action where concerns are substantiated.
The Institute shall protect learners, staff, and other vulnerable persons from abuse, exploitation, harassment, neglect, and inappropriate conduct.
24. Equality, Diversity and Inclusion Policy
DYIMS shall promote:
- Respect
- Dignity
- Inclusion
- Fairness
- Accessibility and Equal participation.
The Institute shall seek to remove unnecessary barriers to education, training, employment, and participation.
25. Conflict of Interest Policy
Staff, tutors, management, and other relevant persons shall disclose actual, potential, or perceived conflicts of interest.
DYIMS shall assess and manage such conflicts fairly and transparently to ensure that personal or external interests do not compromise institutional decisions.
26. Document and Records Control Policy
DYIMS shall control:
- Document approval
- Version numbers
- Revisions
- Distribution
- Storage
- Retention
- Retrieval and Disposal.
Only approved and current documents shall be used for official institutional activities.
27. Risk Management Policy
DYIMS shall:
- Identify risks
- Assess likelihood and impact
- Implement controls
- Assign responsibilities
- Monitor risk controls and Review risks periodically.
Risk management shall be integrated into academic, operational, financial, HSE, and strategic decision-making.
28. Business Continuity and Emergency Preparedness Policy
DYIMS shall plan for potential disruption to:
- Teaching
- Examinations
- LMS and IT systems
- Facilities
- Communications and Essential learner support.
Where possible, suitable alternative arrangements shall be established to minimise disruption to learners and stakeholders.
29. Procurement and Supplier Management Policy
DYIMS shall select and monitor suppliers based on:
- Quality
- Suitability
- Reliability
- Value
- Compliance and Service performance.
Critical suppliers and service providers shall be reviewed where appropriate.
30. Policy Review and Document Approval Policy
All DYIMS policies shall:
- Have an identified owner
- Be formally approved
- Include an effective date
- Be reviewed periodically
- Be updated when requirements change and Be communicated to relevant staff and stakeholders.
Where external requirements apply, including requirements of NEBOSH, IOSH, regulatory bodies, or other awarding organisations, DYIMS shall ensure that its policies remain aligned with the applicable requirements.
Overall Institutional Commitment
Dr. Yahya Institute of Medical Sciences (DYIMS) is committed to providing high-quality, ethical, inclusive, safe, and professionally relevant education and training. The Institute shall continually develop its medical, allied health, HSE, NEBOSH, IOSH, and professional education services through competent staff, effective governance, appropriate resources, learner-centred support, academic integrity, regulatory compliance, and continual improvement.