Policies & Procedures for Paying PhD Students with Stipend Support -GS004

Policy Code
GS004
Approval Date
  1. Scope & Objectives
    • The purpose of this policy is to provide a structured process for formally engaging PhD students, who have already been admitted to the PhD program with a tuition waiver and monthly stipend, as Research Assistants (RAs) under HR contracts. This arrangement ensures that:
    • Students receive their monthly stipend in compliance with university payroll practices.
    • Students are covered under the university’s medical insurance policy.
    • HR has clear documentation of contractual status, while maintaining their primary role as PhD candidates.
  2. Eligibility
    • Must be officially admitted to the PhD program at Alfaisal University, College of Medicine.
    • Must hold a valid university admission letter confirming full tuition waiver and stipend eligibility.
    • Must be enrolled full-time and in good academic standing.
  3. Contractual Engagement
    • Position Title: Graduate Research Assistant (PhD Student).
    • Grade: Research Assistant Grade (aligned with internal HR scale, proposed Grade 5 or 6).
    • Contract Type:
      • One-year renewable contract, aligned with PhD program duration.
      • Renewal is contingent upon academic progress and faculty supervisor recommendation.
    • Supervisor: Reports directly to PhD supervisor and Vice Dean of Research and Graduate Studies COM.
  4. Financial Package
    • Monthly Stipend: SAR 10,000 (as per approved PhD program support).
    • Medical Insurance: Provided as per University HR policy for staff.
    • Other Benefits:
      • Not eligible for housing, schooling, or air ticket allowances (as this is not an employment position but student support).
      • Annual leave follows the PhD academic calendar; additional leave requests must be approved by the supervisor and Graduate Studies Office.
  5. Roles & Responsibilities
    PhD students under this policy will:
    • Contribute to research activities within their supervisor’s projects and the College’s research agenda.
    • Maintain satisfactory academic progress toward their PhD degree.
    • Submit annual progress reports endorsed by their supervisor.
  6. Process Flow
    • Admission Confirmation: Graduate Studies School provides HR with the official list of admitted PhD students under stipend support and COM generates the eform request for Graduate Research positions.
    • Contract Preparation: HR issues Graduate Research Assistant contracts based on admission letters and eforms requests generated by the college
    • Stipend Processing: Payroll disburses the monthly stipend through HR systems.
    • Medical Insurance Enrollment: HR enrolls students in the University medical insurance scheme.
    • Annual Review: College Vice Dean for Research and Graduate Studies confirm satisfactory progress for contract renewal.
  7. Governance & Oversight
    • The Graduate Studies School oversees implementation of this policy.
    • HR ensures compliance with labor regulations and university policies.
    • Any changes in stipend amount or benefits must be approved by the University Council.