Policies

Intellectual property information

This document is information for the Deanship of Information Technology and E-Learning at the University of Hail.

It is a document intended for interested parties only and is not distributed or disclosed

Or publish or copy it without written permission from the Deanship of Information  Technology  and   E-Learning.

All rights reserved to the Deanship of Information Technology and E-Learning.

 Electronic Participation Policy

Introduction

The Electronic Participation Policy outlines the guidelines and expectations for individuals participating in electronic communication and collaboration platforms within an organization.

These platforms include but are not limited to email, instant messaging, video conferencing, and other digital communication tools. This policy aims to promote effective and responsible use of electronic communication, ensuring a productive and secure environment for all participants.

Scope

This policy applies to all employees, contractors, consultants, and any other individuals granted access to the organization's electronic communication platforms. It covers both company-provided devices and personal devices used for work-related activities.

Acceptable Use

Participants should use electronic communication tools primarily for business-related purposes. Personal use should be limited and conducted within the boundaries of applicable laws and regulations.

Participants are expected to communicate professionally, respectfully, and with integrity in all electronic interactions.

Participants should not engage in any form of harassment, discrimination, or offensive behavior through electronic communication channels.

Participants must not disclose confidential or sensitive information to unauthorized individuals or platforms.

Security

Participants are responsible for safeguarding their login credentials and should not share them with others.

Participants must not attempt to gain unauthorized access to any electronic communication platform or compromise the security of any system.

Participants should report any suspicious or unusual activity related to electronic communication platforms to the appropriate IT personnel or designated authority.

Privacy

Participants must respect the privacy of others and not access, monitor, or share another person's electronic communications without proper authorization.

Participants should be aware that the organization may monitor and review electronic communications for legitimate purposes such as security, compliance, or investigation.

Participants should not forward or share sensitive or confidential information through electronic communication platforms unless necessary and authorized.

DataManagement

Participants should adhere to the organization's data classification and handling policies when sending or receiving information electronically.

Participants must not store or transmit any unauthorized, illegal, or malicious content through electronic communication channels.

Participants should regularly backup their electronic communications and ensure compliance with data retention and deletion policies.

ComplianceandRegulations

Participants shall comply with all applicable laws, regulations, and policies governing electronic participation.

Prohibited activities, such as spreading false information, engaging in unlawful activities, or violating copyright laws, are strictly prohibited.

Violation

Non-compliance with this Electronic Participation Policy may result in disciplinary action, up to and including termination of employment or contract. Legal consequences may also apply in case of violation of applicable laws and regulations.

Policy Review

This policy will be reviewed periodically to ensure its effectiveness and alignment with evolving technology and organizational requirements. Any updates or revisions will be communicated to all participants in a timely manner.

By participating in electronic communication platforms, individuals acknowledge their understanding and agreement to comply with this policy.

Electronic Participation Policy

Introduction

The purpose of this policy is to establish guidelines for the use of electronic participation tools and platforms by the University of Hail. Electronic participation is the use of electronic means to enable individuals and groups to engage in dialogue and collaboration with the University of Hail on a variety of topics. It can include providing feedback on services, policies, and programs, participating in consultations, and co-creating solutions.

Eligibility

Any individual or group is eligible to participate in electronic participation activities. However, University of Hail reserves the right to refuse participation to individuals or groups who engage in activities that are disruptive, abusive, or otherwise inappropriate.

Responsibilities

The University of Hail is responsible for providing employees, contractors, and volunteers

with access to electronic participation tools and platforms. Employees, contractors, and volunteers are responsible for using these tools and platforms in a responsible and professional manner.

Types of Electronic Participation

There are a variety of electronic participation tools and platforms that can be used to engage with University of Hail. These include:

• Online surveys
• Social media
• Public comment periods 
• Online forums 
• Crowdsourcing

Responsibilities of Participants

Participants in electronic participation activities are expected to:

• Be respectful and courteous to all participants.
• Follow the rules of engagement for the specific tool or platform being used.
• Provide accurate and truthful information.
• Not engage in spam or other forms of abuse
• Avoid making personal attacks or using offensive language.
• Stay on topic and avoid going off on tangents.
• Do not share confidential or proprietary information.
• Do not post anything that could be considered defamatory, libellous, or slanderous.
• Do not post anything that could be considered illegal or harmful.
  

ResponsibilitiesofUniversityofHail

University of Hail is committed to providing a safe and respectful environment for electronic participation. We will:

• Monitor electronic participation activities for inappropriate content.
• Take appropriate action to address inappropriate content.
• Respond to participant feedback in a timely manner.
  

The University of Hail reserves the right to take disciplinary action against any employee, contractor, or volunteer who violates this policy. Disciplinary action may include, but is not limited to, a warning, suspension, or termination of employment.

Questions

If you have any questions about this policy, please contact the University of Hail Human Resources department.

Updates

This policy may be updated from time to time. The most current version of the policy will be posted on the University of Hail website.

Conclusion

We believe that electronic participation is a valuable tool for engaging with the public and improving our services.

We encourage you to participate in electronic participation activities and help us shape the future of University of Hail.

AdditionalInformation

For more information about electronic participation, please Please visit the website here or contact us via the official email address.

1. Introduction

The University of Ha’il is committed to protecting the intellectual property rights of its digital content and ensuring the lawful and responsible use of materials published through its website and digital platforms. This policy aims to clarify content ownership, regulate user rights and obligations, and safeguard the rights of the University and other parties, in accordance with the laws and regulations in force in the Kingdom of Saudi Arabia.

2. Scope of the Policy

This policy applies to all digital content published or made available through the University of Ha’il’s website, platforms, systems, and applications. It covers all users, including visitors, beneficiaries, University staff, and any party interacting with or reusing the content in any form.

3. Content Ownership

All content published on the University of Ha’il’s website—including text, images, logos, graphics, designs, files, media materials, and audio‑visual content—is considered the property of the University or licensed to it by the rightful owners. Such content is protected under applicable intellectual property and copyright laws unless explicitly stated otherwise.

4. University Rights

The University of Ha’il retains all rights related to its published content, including the rights to copy, publish, distribute, modify, display, and reuse. No party may use any part of the content except under the conditions specified in this policy or after obtaining prior written approval from the University.

5. Rights of Third Parties

If the website contains content owned by third parties, the intellectual property rights of such materials remain with their respective owners. This content is used in accordance with approved licenses or agreements. Users may not reuse or exploit such content without obtaining the necessary permissions from the rightful owner.

6. Conditions for Reuse and Quotation

Reuse or quotation of content is permitted for educational, research, or non‑commercial purposes, provided that:

• The source and ownership of the content are clearly attributed to the University of Ha’il

• No modification is made that distorts the meaning, context, or reputation of the University

Content may not be used for commercial or promotional purposes, nor republished on other platforms without prior written approval from the University.

7. Usage Restrictions

Users are prohibited from:

• Copying, reproducing, publishing, distributing, or modifying any content without official authorization

• Using content in a manner that violates intellectual property rights

• Implying endorsement or affiliation with the University without justification

• Removing any notices or warnings related to copyright or intellectual property

8. Handling Intellectual Property Violations

The University of Ha’il reserves the right to take necessary legal actions in the event of any violation of its intellectual property or copyright, including:

• Requesting removal of infringing content

• Suspending access

• Pursuing legal measures under applicable laws

The University also allows affected individuals or entities to submit official reports regarding violations for review and appropriate action.

9. Disclaimer

The University of Ha’il bears no responsibility for any unlawful or unauthorized use of website content by users or third parties. It is not liable for any claims arising from a user’s violation of this policy.

10. Relevant Regulatory References

This policy is applied and interpreted in accordance with the laws and regulations of the Kingdom of Saudi Arabia and the requirements of digital content governance, including but not limited to:

• Digital Government Regulatory Framework – DGA

• Copyright Protection Law – SAIP

• Essential Cybersecurity Controls (ECC) – NCA

• Electronic Transactions Law – Bureau of Experts

• Anti‑Cybercrime Law – Bureau of Experts

• Personal Data Protection Law (PDPL) – Bureau of Experts

• Central Regulatory and Executive Requirements Guide – SDAIA

Regulatory Note

This policy is not a substitute for internal regulations or policies approved by the University. It is a regulatory policy specific to digital content published through the University’s website and platforms, aiming to protect rights, regulate reuse, reduce violations, and enhance compliance and trust.

11. Enforcement

This policy is binding on all users of the University of Ha’il’s website and digital platforms and becomes effective from the date of its official publication and approval.

- Deanship of Information Technology & E‑Learning 

- University of Ha’il 

- Version: 10/12/2025

1. Introduction

The Website Content Policy of the University of Ha’il aims to establish a governing framework that defines the conditions, principles, and standards that must be adhered to when preparing and publishing digital content. This ensures the quality, accuracy, consistency, and accessibility of content, reflects the University’s institutional identity, ensures compliance with applicable regulations, and enhances user experience and trust in the published content.

2. Scope of the Policy

This policy applies to all types of content published on the University of Ha’il’s website and its affiliated sites, including text, images, links, files, and multimedia content, in both Arabic and English. It covers content owners, as well as those responsible for preparing, reviewing, or publishing the content.

3. General Conditions and Principles for Content

• Published content must comply with the laws and regulations of the Kingdom of Saudi Arabia, the policies of the University of Ha’il, and the guidelines of IT‑supervising authorities.

• Content must not contradict Islamic law, ethical values, or social norms.

• Publishing any content that violates the privacy or rights of individuals or entities is prohibited.

• Information must be verified for accuracy and correctness and be free of linguistic or spelling errors before publication.

• Content must maintain quality writing, logical structure, smooth style, and clarity.

• Content must adhere to the University of Ha’il’s visual identity and approved style.

• Archived versions of published content must be retained for reference when needed.

4. Text Content Guidelines

• Content must include a clear main title that accurately reflects the page’s subject.

• Subtitles should be used to organize ideas and facilitate reading, with clear distinction from main titles.

5. Additional Text Content Guidelines

• It is preferable to use only one or two approved font types.

• Text should be written in a concise and direct manner without unnecessary length.

• Avoid combining multiple topics on a single page whenever possible.

• Providing a summary of key points at the beginning of the page is recommended when needed.

• Important information should be highlighted using bullet points or side headings to facilitate access.

6. Image and Media Guidelines

• Images must be of appropriate quality and serve the content and reflect its purpose.

• Image sizes and dimensions must comply with the requirements of the electronic system.

• Text descriptions must be added to images, especially those containing information or illustrations.

• Publishing images that violate Islamic law, state regulations, or contain inappropriate or offensive content is prohibited.

7. Link Guidelines

• Direct and functional links must be used, clearly indicating their destination.

• Broken or irrelevant links must not be included.

• If a link leads to an external file or website, this must be clearly indicated to the user.

• Preference should be given to government, official, or trusted sources, avoiding unknown or unreliable sources.

8. English Content Guidelines

• The English version must match the Arabic version in content and structure.

• Translations and terminology must be reviewed by specialists to ensure linguistic and academic accuracy consistent with the University’s academic identity.

9. Content and Searchability

• Appropriate and commonly used keywords must be included to improve content visibility in search engines.

• Titles must be written clearly and accurately to facilitate indexing and content accessibility.

10. Publishing and Approval Guidelines

• Content is subject to linguistic and technical review before publication.

• Content must be officially approved by the relevant authority within the University before publishing.

• Content should be published at appropriate times in alignment with University events and activities.

• Content must be arranged according to publication or update date to ensure clarity of recency.

• Content must fully comply with intellectual property and copyright laws when using any digital materials.

11. Responsibilities

• Content owners are responsible for the accuracy and currency of the published content.

• The IT department oversees the implementation of this policy and ensures compliance.

• The University’s Communication and Media Department supervises content quality in terms of style and identity.

12. Updates and Review

The content policy is reviewed periodically and updated when necessary in accordance with regulatory, technical, and institutional changes.

13. Relevant Regulatory References

This policy is part of the digital content governance framework of the University of Ha’il and is applied and interpreted in accordance with the laws and regulations in force in the Kingdom of Saudi Arabia, including but not limited to:

• Government Website Governance Guidelines – Digital Government Authority (DGA)

• Digital Trust Framework for Government Services – DGA

• Guidelines for Designing and Developing Government Digital Platforms (Platforms Code) – DGA

• Web Content Accessibility Guidelines (WCAG 2.1)

• Electronic Transactions Law – Bureau of Experts

• Personal Data Protection Law (PDPL) – Bureau of Experts

• Anti‑Cybercrime Law – Bureau of Experts

• Intellectual Property and Copyright Laws – Bureau of Experts

Regulatory Note

This policy is not a substitute for internal regulations or policies approved by the University. It is a regulatory policy dedicated to managing website content, ensuring its quality, reliability, accessibility, regulatory compliance, and enhancing user trust.

14. Enforcement

This policy is binding on all departments and staff of the University of Ha’il involved in preparing or publishing digital content and becomes effective from the date of its official approval.

- Deanship of Information Technology & E‑Learning 

- University of Ha’il

- Version: 10/12/2025

Introduction

The Educational Content and Intellectual Property Rights Policy establishes a governance framework that defines the conditions, principles, and standards to be observed when preparing and publishing electronic educational content. This ensures the quality, accuracy, consistency, and accessibility of content, reflects the institutional identity of the University, ensures compliance with applicable regulations, and enhances the user experience and confidence in the published content.

Scope of the Policy

This Policy applies to all types of educational content available on the Learning Management System platforms of the University of Hail, including text, images, links, files, and multimedia content, in both Arabic and English. It applies to content owners and those responsible for preparing, reviewing, or publishing such content.

Policy Objectives

• Establish a governance framework defining the conditions, principles, and standards to be observed when preparing and publishing electronic educational content.
• Ensure the quality, accuracy, consistency, and accessibility of educational content.
• Reflect the institutional identity of the University and ensure compliance with applicable regulations.
• Enhance the user experience and confidence in published content.

Definitions and Terminology

• User: All users of e-learning systems, including students, faculty members, technicians, system administrators, and others in equivalent roles.
• Electronic Educational Content: All text, images, links, files, and multimedia content in both Arabic and English made available through Learning Management System platforms.
• Learning Management System (LMS): A centralized web-based system designed to manage the learning process. It contains all courses offered by the University and is integrated with a range of other tools used for educational purposes.

References and Related Regulations

• Internal regulations and institutional policies of the University of Hail.
• Regulations and instructions issued by national authorities, such as the E-Learning Regulation and its Implementing Rules issued by the National eLearning Center.
• Anti-Cyber Crime Law of the Kingdom of Saudi Arabia.

First: General Obligations of All Users

All users of the Learning Management System and educational platforms at the University of Hail, including students, course instructors, academic and administrative leadership, and employees, shall comply with the following:

• Comply with intellectual property rights when organizing course content and electronic activities. The University confirms that it shall not be responsible for any legal consequences resulting from any infringement of intellectual property rights.
• Comply with the Anti-Cyber Crime Law and its Implementing Regulations.
• Do not publish users’ data and information, or any written, visual, or audio content, outside the e-learning environment.
• Comply with the University's instructions and guidelines related to e-learning. In the event of non-compliance, the University's rules and regulations shall apply.
• The user shall bear full responsibility for maintaining the confidentiality of their login credentials.
• Maintain user privacy and do not publish personal information, such as telephone numbers or email addresses, without the user's permission, and such information shall only be used for academic purposes.
• In the event of electronic system breaches or unauthorized access using other users’ accounts, penalties shall be applied in accordance with the University's regulations and the government regulations governing information security.

Second: Intellectual Property Rights and Responsibilities of Faculty Members and Equivalent Personnel

• The University of Hail officially owns all rights to electronic educational content developed at the University.
• Faculty members shall comply with intellectual property laws when developing and using electronic content. This provision serves as a disclaimer of the University's responsibility for any legal consequences resulting from any infringement of intellectual property rights.
• Faculty members and equivalent personnel undertake to include a list of books, articles, scholarly references, and sources used in developing the academic content of the course.
• Faculty members undertake that the intellectual property rights of the developed course belong to the University of Hail, represented by the Deanship of Information Technology and E-Learning, without any affiliation or agreement with another entity for its publication.
• When using openly licensed educational content, faculty members shall identify the sources of the content and ensure compliance with intellectual property and copyright principles.
• Faculty members shall obtain the student's consent before publishing any of the student's work or discussions outside the electronic course, through the Use Permission Form provided within the electronic course and completed by the student.
• Faculty members shall bear full responsibility when adding any unauthorized content or using e-learning systems and tools outside the purposes for which they were established.
• Faculty members and equivalent personnel undertake, when developing any electronic course, to follow the electronic course development procedures and obtain approval from the relevant parties within the University.

Third: Authorities and Responsibilities of the Deanship of Information Technology and E-Learning

• The Deanship of Information Technology and E-Learning has the right to publish and share developed electronic courses, or parts thereof, and reuse them in the manner it deems appropriate, in accordance with the applicable controls and regulations of the University of Hail.
• No electronic course or its content may be transferred outside the University of Hail without obtaining the official approvals from the relevant authorities at the University of Hail.
• The Deanship of Information Technology and E-Learning reserves the right to monitor, edit, or delete educational content whenever necessary, in accordance with the controls and regulations adopted by the University of Hail.

Policy Review and Update

This Policy shall be reviewed periodically to ensure its effectiveness and alignment with developments and the requirements of the University of Hail. All beneficiaries and participants shall be notified of any updates or amendments as they occur.

By participating in and using the University's Learning Management System and electronic communication platforms, individuals acknowledge their full understanding of and commitment to comply with the provisions of this Policy.

Intellectual Property Information

• This document is considered proprietary information of the Deanship of Information Technology and E-Learning at the University of Hail and is intended for review by relevant entities and stakeholders only.
• All rights reserved by the Deanship of Information Technology and E-Learning – University of Hail.
  

1. Introduction

The University of Ha’il is committed to regulating the use of its website and digital platforms in a manner that ensures the protection of the rights of the University and its users, preserves information security, and promotes responsible use of digital services. This policy serves as a legal and regulatory framework that outlines the terms and conditions governing the use of the website, defines the rights and obligations of users, ensures compliance with applicable laws in the Kingdom of Saudi Arabia, and enhances trust and transparency in the University’s digital services.

2. Policy Objectives

This policy aims to:

• Ensure that digital content and services are accessible to all users without discrimination.

• Achieve compliance with national regulations and standards related to digital accessibility.

• Improve user experience and increase beneficiary satisfaction.

• Promote digital inclusivity and sustainability in electronic services.

• Integrate accessibility requirements into the lifecycle of digital systems at the University.

3. Scope of Application

This policy applies to all digital assets belonging to the University of Ha’il, including but not limited to:

• The University’s official website.

• Pages of University entities such as vice‑rectorates, colleges, deanships, and departments.

• Internal and external electronic portals and systems.

• Smart applications.

• All types of published digital content (text, images, videos, files, forms).

• Systems or platforms provided by external service providers on behalf of the University.

4. Definitions

For the purposes of this policy, the following terms shall have the meanings indicated:

• Digital Accessibility: Designing and developing digital content and services so they can be used by all individuals, including persons with disabilities, without requiring special adaptation.

• Assistive Technologies: Tools and software that help users interact with digital content, such as screen readers and alternative keyboards.

• WCAG (W3C): Web Content Accessibility Guidelines issued by the World Wide Web Consortium.

5. Core Principles of Accessibility

The University of Ha’il is committed to applying the four internationally recognized principles of digital accessibility:

• Perceivable: Content must be presented in ways that users can perceive, including providing text alternatives.

• Operable: User interfaces must be operable using multiple input methods.

• Understandable: Content must be clear, consistent, and easy to use.

• Robust: Content must be compatible with current and future assistive technologies.

6. General Commitments

The University of Ha’il commits to:

• Applying WCAG 2.1 Level AA as a minimum standard.

• Integrating accessibility requirements into all stages of:

  • Planning

  • Design

  • Development

  • Testing

  • Operation

• Including accessibility requirements in procurement documents and technical contracts.

• Providing assistive tools within digital platforms.

• Enabling users to customize display settings according to their needs.

• Publishing an Accessibility Statement on the University website.

7. Roles and Responsibilities

1) Deanship of Information Technology & E‑Learning

• Overall supervision of policy implementation.

• Ensuring technical compliance of digital platforms.

• Conducting periodic assessments and submitting compliance reports.

• Addressing technical issues related to accessibility.

2) Content‑Owning Entities

• Producing and publishing content that complies with accessibility standards.

• Updating content regularly.

• Responding to improvement recommendations from relevant departments.

3) University Communication and Media Department

• Ensuring compliance of media and visual materials.

• Adopting inclusive, non‑discriminatory language.

• Supervising visual identity from an accessibility perspective.

4) Vendors and Service Providers

• Explicitly adhering to accessibility standards in provided solutions.

• Providing proof of technical compliance upon request.

• Addressing any identified deficiencies within a specified timeframe.

8. Compliance and Governance

• This policy is subject to the supervision of the Digital Government Authority (DGA).

• Compliance is measured through:

  • Website Efficiency Index

  • Automated and manual testing tools

  • Periodic reports

• The University reserves the right to:

  • Suspend or modify any non‑compliant content

  • Require corrective action plans

  • Take regulatory measures in cases of non‑compliance

9. Risk Management and Exceptions

• Any justified technical exception preventing full application of accessibility standards must be documented.

• Exceptions are subject to formal review and approval.

• A timeline must be established to address any gaps.

10. Awareness and Capacity Building

• Promoting a culture of digital accessibility.

• Conducting periodic training programs for relevant entities.

• Integrating accessibility concepts into publishing and content management guidelines.

11. Review and Update

• This policy is reviewed every two years at most.

• It is updated when:

  • New regulations or standards are issued

  • National digital governance frameworks are updated

  • Observations from regulatory bodies are received

12. Relevant Regulatory References

The Digital Accessibility Policy at the University of Ha’il is based on national and international regulatory frameworks and standards, in alignment with the requirements of the Digital Government Authority, including but not limited to:

• Digital Transformation Governance Framework – DGA

• Guidelines for Designing and Developing Government Digital Platforms (Platforms Code) – DGA

• Government User Experience Policies – DGA

• Web Content Accessibility Guidelines (WCAG 2.1) – W3C

• Saudi Vision 2030 – Digital Transformation Pillar

• Disability Rights Law – Bureau of Experts at the Council of Ministers

Regulatory Note

This policy is not a substitute for internal regulations or policies approved by the University. It is a regulatory policy dedicated to digital accessibility, aiming to ensure inclusive digital services, achieve regulatory compliance, and improve user experience for all community groups, including persons with disabilities.

13. Enforcement

This policy is binding on all University of Ha’il staff and affiliated entities and becomes effective from the date of its official approval.

- Deanship of Information Technology & E‑Learning

- University of Ha’il

- Version: 10/12/2025

1. Introduction

The University of Ha’il is committed to regulating the use of its website and digital platforms in a manner that ensures the protection of the rights of the University and its users, preserves information security, and promotes responsible use of digital services. This policy serves as a legal and regulatory framework that outlines the terms and conditions governing the use of the website, defines the rights and obligations of users, ensures compliance with applicable laws in the Kingdom of Saudi Arabia, and enhances trust and transparency in the University’s digital services.

2. Policy Objective

This policy aims to regulate the use of the University’s website and digital services, protect digital assets and published content, clarify user rights and responsibilities, prevent misuse or unlawful practices, and ensure safe and responsible use of the website in a way that supports service quality and user experience.

3. Scope of Application

The provisions of this policy apply to all users of the University of Ha’il’s website, including:

• Visitors

• Students

• Faculty members

• Employees

• Contractors and consultants

• Any entity or individual granted access to website services or content, whether directly or indirectly

4. Acceptance of Terms of Use

Using the website or any of its services constitutes explicit and implicit acceptance of all terms and conditions stated in this policy, as well as any related policies published on the website. If the user does not agree to these terms, they must immediately stop using the website or any of its services.

5. Principles of Website Use

Website use is based on the following principles:

• Lawful and responsible use

• Compliance with applicable laws and regulations

• Protection of privacy and data

• Respect for intellectual property rights

• Avoiding harm to University systems, reputation, or beneficiaries

6. Permitted Use

Users are permitted to:

• Browse the website and benefit from its content for educational, research, or legitimate service purposes

• Use publicly available information for non‑commercial purposes with proper attribution

• Benefit from electronic services in accordance with published guidelines

• Interact with forms and electronic services solely for their intended purposes

7. Prohibited Use

Users are prohibited from, including but not limited to:

• Using the website for any unlawful or unethical purpose

• Attempting to hack, disrupt, or interfere with the website or its systems

• Publishing or uploading content that includes abuse, defamation, misleading information, or harmful materials

• Misusing electronic services or available forms

• Violating intellectual property or copyright laws

• Collecting or reusing data without official authorization

• Impersonating the University or any of its personnel

8. Content and Information

The University of Ha’il makes continuous efforts to ensure the accuracy and currency of the content published on the website; however, it does not guarantee that the content is free from errors or delays in updates. The University reserves the right to modify, update, or remove any content at any time without prior notice and bears no responsibility for any damages or losses resulting from reliance on the information published on the website.

9. Intellectual Property Rights

All website content—including text, images, logos, designs, files, and media materials—is the property of the University of Ha’il or licensed to it and is protected under applicable intellectual property laws. Content may not be reused, copied, published, or modified without prior written approval from the University, except within the limits permitted by law.

10. External Links

The website may contain links to external websites or platforms not managed by the University. The University of Ha’il disclaims responsibility for the content, policies, or practices of those websites. Use of external links is at the user’s own risk.

11. Information Security

The University of Ha’il is committed to implementing appropriate technical and organizational measures to protect the website and its systems from security risks. Users are responsible for maintaining the confidentiality of their login credentials, if any, and must not share them with others. Unauthorized access attempts to any system or data are strictly prohibited.

12. Limitation of Liability

The University of Ha’il is not responsible for any temporary or permanent interruption of website services due to technical reasons or circumstances beyond its control. It is also not liable for any direct or indirect losses or damages arising from the use of the website or inability to use it.

13. Amendments to the Usage Policy

The University of Ha’il reserves the right to modify or update this policy at any time as deemed appropriate. The updated version will be published on the website, and continued use of the website after publication constitutes implicit acceptance of the amendments.

14. Relevant Regulatory References

This policy is governed and interpreted in accordance with the laws and regulations of the Kingdom of Saudi Arabia and the requirements of the Digital Government Authority, including but not limited to:

• Government Website Governance Guidelines – DGA

• Digital Trust Framework for Government Services – DGA

• Guidelines for Designing and Developing Government Digital Platforms (Platforms Code) – DGA

• Web Content Accessibility Guidelines (WCAG 2.1)

• Cybersecurity Policies and Controls – NCA

• Electronic Transactions Law – Bureau of Experts

• Personal Data Protection Law (PDPL) – Bureau of Experts

• Anti‑Cybercrime Law – Bureau of Experts

• Intellectual Property and Copyright Laws – Bureau of Experts

Regulatory Note

This policy is not a substitute for internal regulations or policies approved by the University. It is a regulatory policy specific to the use of the University’s website, aiming to regulate the relationship between the University and its website users, ensure legal compliance, protect rights, and enhance the reliability of digital services.

15. Enforcement

This policy is binding on all users of the University of Ha’il’s website and becomes effective from the date of its official publication and approval.

- Deanship of Information Technology & E‑Learning 

- University of Ha’il 

- Version: 10/12/2025

1. Introduction

In line with the University of Hail’s commitment to enhancing digital transformation, increasing the reliability of digital transactions and services, and improving the beneficiary experience, this Policy has been developed to regulate the management and use of digital identity across the University's systems, platforms, and digital services.

This Policy establishes a unified institutional framework for managing and verifying digital identity throughout its lifecycle, determining appropriate verification levels according to the sensitivity of digital services, and supporting integration with national digital identity services. This contributes to the reliable and secure use of digital services, protects the privacy of beneficiaries’ data, and ensures compliance with relevant national laws, regulations, and controls.

2. Purpose

This Policy aims to establish a unified institutional framework for digital identity management at the University of Hail and to regulate its creation, use, verification, and management throughout its lifecycle, thereby enhancing trust in the digital services and transactions provided by the University.

3. Objectives

This Policy aims to:

1. Standardize digital identity management practices across the University.
2. Enhance the reliability of digital identity and associated transactions.
3. Ensure that each digital identity is linked to a specific and trusted user or entity.
4. Regulate the lifecycle of digital identity from creation through termination.
5. Determine appropriate verification levels according to the sensitivity of digital services.
6. Support the use of Single Sign-On for systems and digital services.
7. Support integration with national digital identity services and the National Unified Access (Nafath) when required.
8. Protect digital identity data and the privacy of its owners.
9. Reduce the risks of identity impersonation and misuse.
10. Ensure compliance with relevant national laws, regulations, and controls.

4. Scope

This Policy applies to all digital identities used to access the systems, platforms, and digital services of the University of Hail, or services provided on its behalf.

The categories subject to this Policy include:

• Faculty members.
• Employees.
• Students.
• Collaborators, contractors, and consultants.
• External beneficiaries.
• Visitors when using digital services that require identity verification.
• Any other categories using a digital identity to access University services.

The requirements of this Policy also apply to existing and new digital systems and services, as well as external entities that develop, operate, or host digital services for the University, within the scope of work, contractual requirements, and relevant legal and regulatory obligations.

5. Definitions

• University: University of Hail.
• Deanship: Deanship of Information Technology and E-Learning at the University of Hail.
• Digital Identity: A digital representation of the identity of a person or entity, consisting of a set of data, attributes, and digital characteristics used to identify and verify the identity and enable access to digital systems and services.
• User: A person who uses a digital identity to access the University's systems, platforms, or digital services.
• Beneficiary: A person or entity that benefits from one of the digital services provided by the University.
• Digital Service: A set of interconnected digital procedures provided to a beneficiary through digital channels and platforms.
• Authentication: The process of verifying that a user is the owner of the identity they claim to be before enabling access to a digital service.
• Authentication Factor: A means used to verify a user's identity, which may be based on knowledge, possession, or inherence.
• Multi-Factor Authentication (MFA): The use of two or more independent authentication factors to verify a user's identity.
• Single Sign-On (SSO): A mechanism that enables a user to access a set of systems and digital services through a single authentication process using an approved digital identity.
• National Unified Access (Nafath): A national digital identity service that enables verification and authentication of a user's identity and provides access to digital services offered by entities connected to the service.
• Authentication Assurance Level (AAL): The level of confidence required for verifying a user's identity, determined according to the sensitivity level of the service.
• Digital Identity Lifecycle: The stages through which a digital identity passes, beginning with its creation, activation, use, and updating, and ending with its suspension or termination.

6. General Principles

The University shall adhere to the following principles in managing digital identity:

1. Rely on trusted and approved data sources when creating digital identities.
2. Ensure that the digital identity is unique and linked to a specific user or entity whenever possible.
3. Verify the user's identity before enabling access to services that require identity verification.
4. Apply a verification level proportionate to the sensitivity of the service and the associated risks.
5. Collect the minimum identity data necessary to fulfill the purpose of the service.
6. Protect digital identity data against unauthorized access, use, or disclosure.
7. Standardize the digital identity and access experience for University services to the extent possible.
8. Support integration with national digital identity services whenever appropriate.
9. Take privacy and personal data protection into consideration throughout the digital identity lifecycle.
10. Ensure the traceability of operations related to digital identity in accordance with relevant regulatory and security requirements.

7. Digital Identity Creation

1. Digital identities shall be created based on accurate and reliable data obtained from an approved source.
2. Each digital identity must be linked to a specific user or entity.
3. The user's identity, status, and relationship with the University shall be verified, according to the category and nature of the service, before the digital identity is created or activated.
4. Faculty members' and employees' data shall be based on official sources approved by the University.
5. Student data shall be based on approved academic systems.
6. The identities of external beneficiaries shall be verified using approved means appropriate to the nature of the service.
7. The creation of duplicate digital identities for the same user shall be minimized, and duplicate cases shall be addressed when identified.
8. The authoritative data source for each user category shall be identified.

8. Digital Identity Lifecycle

Digital identities shall be managed throughout their lifecycle according to the following stages:

1. Creation and Registration:
   Creating the digital identity based on reliable data and a legitimate relationship or need that justifies its issuance.
2. Activation:
   Activating the identity after completing the approved verification requirements.
3. Use:
   Using the identity to access systems and digital services according to the user's status and the service requirements.
4. Update:
   Updating identity data when there is a change in the user's data, status, or relationship with the University.
5. Periodic Review of Access Privileges:
   Periodically reviewing the privileges associated with the digital identity, and whenever there is a significant change in the user's role, status, or relationship with the University, to ensure that the privileges granted remain appropriate to actual duties and needs, and to revoke or modify unnecessary or unauthorized privileges.
6. Suspension:
   Temporarily suspending the identity when administrative, technical, or security reasons require such action, while documenting the reason for suspension and the procedures required for reactivation.
7. Termination:
   Terminating or disabling the identity when the relationship with the University ends or when it is no longer required, in accordance with approved regulations and procedures, while revoking the associated privileges and taking the necessary measures to prevent its use after termination.

9. Identity Data Sources

The University shall rely on trusted and approved sources to verify digital identity data, including:

1. Approved academic systems.
2. Approved Human Resources systems.
3. Approved institutional systems and records.
4. National digital identity services.
5. Trusted government sources, when necessary.

The approved authoritative source of data for each user category shall be identified, and efforts shall be made to ensure data accuracy and currency and to minimize duplication or inconsistency.

10. Digital Identity Verification

1. The user's identity must be verified when accessing services that require proof of identity.
2. The verification mechanism shall be determined based on the sensitivity of the service and the associated risks.
3. Reliable and approved verification methods and technologies shall be used.
4. The verification level shall be increased as the sensitivity of the service increases.
5. Re-verification of the user's identity may be required when performing highly sensitive operations or when indicators warrant such action, in accordance with approved security and risk management requirements.
6. Verification mechanisms must take into account approved cybersecurity and personal data protection requirements.

11. Authentication Factors

The appropriate authentication factors shall be determined according to the required Authentication Assurance Level and may include:

• Knowledge Factor: Something the user knows, such as a password or personal identification code.
• Possession Factor: Something the user possesses, such as a trusted device, security key, or mobile phone that receives or generates a One-Time Password (OTP).
• Inherence Factor: A biometric characteristic associated with the user, such as a fingerprint or facial characteristics, in accordance with relevant laws and controls.

The number and type of authentication factors shall be selected in proportion to the required Authentication Assurance Level and cybersecurity requirements.

12. Authentication Assurance Levels

The University shall determine the appropriate Authentication Assurance Level for each digital service according to its sensitivity level, in accordance with the levels approved by the Digital Government Authority:

• Level One (AAL1): A low Authentication Assurance Level applicable to services with a low sensitivity level.
• Level Two (AAL2): A moderate Authentication Assurance Level applicable to services requiring a moderate or important level of security and user identity verification, according to the service sensitivity classification and relevant national requirements.
• Level Three (AAL3): A high Authentication Assurance Level applicable to services requiring a critical or highly critical level of security and user identity verification, according to the service sensitivity classification and relevant national requirements.

The verification technologies and factors appropriate to each level shall be determined in accordance with approved national controls.

13. Service Classification and Determination of the Verification Level

1. The sensitivity level of digital services must be determined in accordance with relevant national controls.
2. The service sensitivity level shall be linked to the appropriate Authentication Assurance Level.
3. The approved verification level for digital services requiring proof of identity must be documented.
4. The verification level shall be reassessed whenever a significant change occurs in the service, data, or level of risk.
5. The potential impact of verification failure or impersonation of the beneficiary shall be taken into consideration.
6. Digital identity and verification-level requirements shall be incorporated into the design and development requirements of new digital services.

14. National Digital Identity and National Unified Access (Nafath)

1. The University supports integration with national digital identity services and National Unified Access (Nafath) for services that require such integration.
2. The National Unified Access (Nafath) service shall be used for digital services requiring digital identity characteristics or functions, in accordance with relevant regulatory, technical, and security requirements.
3. Integration shall be implemented in accordance with approved technical, regulatory, and security requirements.
4. Access to identity data shall be limited to the data necessary to provide the service.
5. Data received from national digital identity services shall not be used for purposes other than those authorized.
6. New digital services shall be reviewed to determine the need for integration with national digital identity services.

15. Single Sign-On

The University shall enhance the use of a unified University digital identity and Single Sign-On through:

1. Providing a unified login identity for beneficiaries whenever possible.
2. Connecting systems and digital services to the approved Single Sign-On system as needed.
3. Minimizing the creation of multiple independent user accounts whenever integration with the unified identity is possible.
4. Including Single Sign-On integration requirements within the technical requirements for new systems and services.
5. Complying with cybersecurity requirements when implementing integrations.

16. Digital Identity Data Protection and Privacy

The University shall:

1. Collect and process the minimum identity data necessary to fulfill the specified purpose.
2. Use identity data only for legitimate and specified purposes.
3. Protect identity data during transmission, storage, and processing.
4. Restrict access to identity data to authorized persons and systems.
5. Comply with laws, regulations, and policies related to personal data protection.
6. Define identity data retention periods in accordance with legal and regulatory requirements, in a manner that fulfills the purpose of processing and prevents retention for longer than necessary or legally permitted.
7. Securely dispose of identity data when the legal or operational need for it ends.
8. Take privacy and personal data protection requirements into consideration from the design stage of digital services.

17. Integration and Identity Data Exchange

1. Digital identity integrations must be implemented through approved and secure technical channels and mechanisms.
2. The purpose and scope of identity data exchange must be defined before implementing the integration.
3. The data exchanged shall be limited to the minimum necessary to fulfill the intended purpose.
4. The entities and systems exchanging identity data with the University must be documented.
5. Integrations shall be reviewed periodically to ensure that the need for them continues.
6. Identity data sharing shall be discontinued when the purpose for which it was required ends or when the relationship justifying it ends, unless there is a legal or regulatory basis for continuing the sharing.
7. Compliance with national laws and policies relating to data sharing and protection is required.

18. Digital Identity Requirements for New Services

Digital identity requirements must be considered from the design, development, or procurement stage of any new digital service, including:

1. Identifying beneficiary categories.
2. Determining the need for identity verification.
3. Identifying the approved identity data source.
4. Determining the sensitivity level of the service.
5. Determining the appropriate Authentication Assurance Level.
6. Determining the required authentication factors and technologies.
7. Determining the need for integration with national digital identity services.
8. Determining the need for integration with Single Sign-On.
9. Determining the identity data required to provide the service.
10. Taking cybersecurity, privacy, and personal data protection requirements into consideration.
11. Reassessing digital identity requirements and the Authentication Assurance Level when significant changes are made to the service, its delivery mechanism, its data, or its associated risks.

The relevant digital identity requirements must be fulfilled before launching the service.

19. Risk Management and Continuity of Digital Identity Services

1. Risks associated with digital identity and verification services must be identified and assessed.
2. Risks include, for example, identity impersonation, account takeover, digital fraud, weaknesses or inadequacy of verification methods relative to the sensitivity level of the service, and the use of inaccurate or outdated identity data.
3. Appropriate measures and controls shall be applied to address risks according to their impact and likelihood.
4. Central digital identity services shall be included in business continuity and disaster recovery plans according to their importance.
5. Services and systems that depend on digital identity services shall be identified.
6. Appropriate procedures shall be established for dealing with disruptions to verification services.
7. The readiness of digital identity service continuity and recovery plans shall be tested periodically in accordance with the University's approved procedures.

20. Monitoring the Use of Digital Identity

Digital identity-related event logs must be protected against modification, deletion, or unauthorized access, and their integrity and retrievability must be ensured in accordance with approved retention periods, including, where applicable:

• Successful and failed verification attempts.
• Creation, activation, suspension, and termination of identities.
• Significant changes to identity data.
• Unusual activities related to identity use.
• Verification activities associated with sensitive services.

Records must be protected and retained in accordance with approved laws, policies, and regulations.

21. Suspected Cases and Identity Impersonation

When digital identity impersonation or misuse is suspected, the following actions shall be taken:

1. Take appropriate technical measures to mitigate the risks.
2. Verify the user's identity using approved methods.
3. Temporarily suspend or restrict the use of the identity when necessary.
4. Notify the Cybersecurity Department when a cybersecurity incident is suspected.
5. Document the case and the actions taken.
6. Reactivate the identity after addressing the cause, verifying the identity of its owner, and confirming that the reason for suspension or suspicion has been resolved, in accordance with approved procedures.

22. Roles and Responsibilities

22.1 Deanship of Information Technology and E-Learning

The Deanship of Information Technology and E-Learning is the entity responsible for this Policy and shall, within its scope of authority:

1. Manage and develop the technical infrastructure of the University's digital identity system.
2. Oversee the digital identity lifecycle from a technical perspective.
3. Manage and operate the Single Sign-On system.
4. Provide and develop the technical solutions required for identity verification.
5. Manage technical integrations with national digital identity services.
6. Establish technical digital identity requirements for systems and digital services.
7. Work toward standardizing digital identity across systems and services.
8. Maintain technical integration with approved identity data sources.
9. Monitor digital identity service performance indicators.
10. Coordinate with relevant internal and external entities.
11. Review this Policy and propose updates in accordance with regulatory and technical requirements.

22.2 Cybersecurity Department

The Cybersecurity Department shall, within its scope of authority:

1. Define and review cybersecurity requirements related to digital identity and verification mechanisms.
2. Assess cybersecurity risks associated with the digital identity system.
3. Review Multi-Factor Authentication requirements and verification technologies from a security perspective.
4. Monitor compliance with relevant national cybersecurity controls.
5. Handle cybersecurity incidents related to digital identity in accordance with approved procedures.
6. Review integrations with security implications within its scope of authority.

22.3 Owners of Digital Systems and Services

Entities responsible for digital systems and services shall:

1. Identify the beneficiary categories of the service.
2. Determine the data required to provide the service.
3. Participate in determining and classifying the sensitivity of the service.
4. Comply with the use of the approved digital identity system and verification mechanisms.
5. Not create or operate independent identity verification mechanisms without coordination with the Deanship and obtaining the necessary approvals in accordance with approved procedures.
6. Notify the competent entities of any changes affecting identity requirements or the verification level.

22.4 Identity Data Reference Authorities

Entities responsible for identity data sources shall, within their respective areas of responsibility, ensure the validity, accuracy, and updating of reference data associated with users and notify the competent entities of relevant changes.

22.5 Users

Users shall:

1. Use their personal digital identity only.
2. Maintain the confidentiality of authentication methods and data.
3. Not share login credentials, authentication methods, or verification codes with others, and not allow any other person to use their personal digital identity.
4. Report any suspected misuse of their digital identity.
5. Comply with approved policies and instructions governing the use of digital services.

23. Relationship with Cybersecurity Policies

This Policy regulates the institutional and technical framework for digital identity and the identification and verification of users when accessing the University's digital services.

Detailed requirements related to the management of login identities and access privileges, privileged access management, service accounts, passwords, least privilege, segregation of duties, and other logical access controls shall be governed by the University's approved cybersecurity policies and standards.

Integration between this Policy and the relevant cybersecurity policies shall be ensured without conflict or duplication.

24. Performance Indicators and Monitoring

The Deanship shall define appropriate indicators to monitor the effectiveness of implementing the Digital Identity Policy, which may include:

1. Percentage of systems and services connected to the Single Sign-On system.
2. Percentage of services for which the appropriate Authentication Assurance Level has been determined.
3. Percentage of services integrated with national digital identity services when required.
4. Percentage of sensitive services implementing the appropriate verification level.
5. Percentage of new systems and services that fulfill digital identity requirements before launch.
6. Number of duplicate or mismatched identities detected and addressed.
7. Availability level of digital identity services.
8. Number of incidents or suspected cases related to digital identity impersonation or misuse.

25. Exceptions

Any exception to the requirements of this Policy must be documented, provided that:

1. It is based on a clear technical or operational justification.
2. The associated risks are assessed.
3. It is reviewed by the relevant entities according to the nature of the exception.
4. It is approved by the authorized person.
5. The exception is time-bound and shall not remain open-ended, except pursuant to a documented justification and approval by the authorized person.
6. It is reviewed upon expiration of its validity period or when the underlying circumstances change.

26. Compliance

1. All entities and users within the scope of this Policy shall comply with its provisions.
2. The requirements of this Policy must be considered when designing, developing, procuring, or operating digital systems and services.
3. The Deanship of Information Technology and E-Learning shall monitor the implementation of this Policy within its scope of authority, in coordination with relevant entities.
4. Cases of non-compliance shall be addressed in accordance with the University's approved laws, regulations, policies, and procedures.
5. This Policy does not exempt any entity from complying with relevant regulatory, security, or data protection requirements.

27. Awareness

The Deanship, in coordination with relevant entities, shall work to enhance awareness of digital identity and its secure use, including:

• The importance of protecting digital identity.
• Risks of identity impersonation and digital fraud.
• Maintaining authentication methods and data.
• Secure use of authentication methods.
• How to report suspected misuse of digital identity.

28. Review and Update

This Policy shall be reviewed at least once annually, or when:

1. Relevant national laws, regulations, or controls are issued or updated.
2. Requirements of the Digital Government Authority or relevant regulatory entities are updated.
3. Significant changes occur in the University's digital identity system.
4. New technologies or verification methods are introduced.
5. New risks or threats emerge.
6. Review or audit findings require the Policy to be updated.

The Deanship of Information Technology and E-Learning shall review the Policy, coordinate with relevant entities regarding amendments, and submit it to the authorized person for approval in accordance with the University's approved procedures and authorities.

29. Regulatory References

When implementing this Policy, the latest effective versions of relevant national laws, regulations, policies, and controls shall be consulted, including:

1. Digital Government Authority Regulation.
2. Regulatory Framework for Digital Government Activities.
3. Digital Government Policy.
4. Controls for Classifying Sensitive Digital Government Services and Authentication Levels.
5. Digital Government IT Governance Controls.
6. Controls for Registering and Managing Domains, Platforms, and Digital Government Services.
7. Digital Government Risk Management and Business Continuity Controls.
8. Basic Standards for Digital Transformation.
9. Laws and controls governing national digital identity services and National Unified Access (Nafath).
10. Essential Cybersecurity Controls issued by the National Cybersecurity Authority.
11. National controls and standards related to login identity and access privilege management, according to their applicable scope.
12. Personal Data Protection Law and its Implementing Regulations.
13. Relevant internal policies, standards, and procedures approved by the University of Hail.

30. Approval and Effective Date

This Policy shall enter into force from the date of its approval by the authorized person at the University of Hail, and all entities within its scope shall comply with its provisions, each within their respective areas of responsibility.

The Deanship of Information Technology and E-Learning shall oversee the implementation, review, and updating of this Policy in coordination with the relevant entities.

Introduction

The Technical Support Provision Policy establishes an organizational and governance framework that defines the mechanisms, requirements, and channels for providing technical and IT support services for Learning Management Systems (such as Blackboard). This ensures the continuity of the educational process with a high level of efficiency, prompt resolution of technical obstacles faced by beneficiaries, and improvement of the quality of support provided to faculty members and students. It also reflects the institutional identity of the University of Hail and ensures compliance with applicable regulations.

Scope of the Policy

This policy applies to all services, tickets, and technical channels designated for providing technical support for Learning Management Systems and their associated platforms operated by the University of Hail. It targets all beneficiaries of the educational system, including faculty members, students, e-learning coordinators in colleges and academic campuses, and the administrative and technical teams responsible for managing and operating support channels.

Policy Objectives

• Establish an organizational and governance framework that defines the mechanisms, requirements, and channels for providing technical and IT support services for Learning Management Systems (such as Blackboard).
• Ensure the continuity of the educational process with a high level of efficiency and prompt resolution of technical obstacles faced by beneficiaries.
• Improve the quality of support provided to faculty members and students.
• Reflect the institutional identity of the University of Hail and ensure compliance with applicable regulations.

Definitions and Terminology

• Technical Support: A set of channels and services (such as tickets, live chats, and direct support) provided to address technical obstacles faced by beneficiaries and ensure the continuity of learning systems.
• Learning Management System: A centralized web-based system designed to manage the learning process. It contains all courses offered by the University and is integrated with a range of other tools used for educational purposes.
• Sanad/Daem System: Systems used to provide technical support through tickets and electronic reporting systems for beneficiaries.

References and Related Regulations

• Regulations and policies followed at the University of Hail.
• Regulations and policies issued by national entities, such as the E-Learning Regulation and its Implementing Rules issued by the National eLearning Center.

The Technical Support Provision Policy Includes the Following

1. The Deanship of Information Technology and E-Learning is committed to providing technical support related to Learning Management Systems (Blackboard) and their use to faculty members and students during official working hours throughout academic semesters.
2. Technical support is provided through the support channels of the E-Learning Agency of the Deanship, including:
   • Direct support provided by e-learning coordinators in colleges and academic campuses.
   • Technical support through tickets and the electronic reporting system via the Sanad or Daem service.
   • Technical support through live and direct text chats with faculty members and students.
   • Automated technical support through communication with the E-Learning Agency via email: ELearning@uoh.edu.sa

Policy Review

The Technical Support Provision Policy shall be reviewed periodically to ensure its effectiveness and alignment with technological developments and the requirements of the University of Hail. All beneficiaries and stakeholders will be notified of any updates or amendments made to the policy in a timely manner.

By adopting and using the University's technical support channels and digital services, individuals acknowledge their full understanding of and complete commitment to the controls and rules set forth in this policy.

Intellectual Property Information

• This document constitutes proprietary information of the Deanship of Information Technology and E-Learning at the University of Hail and is intended for review by the relevant entities and parties only.
• All rights are reserved by the Deanship of Information Technology and E-Learning – University of Hail.
  

Introduction

The Generative Artificial Intelligence Use Policy establishes an organizational and governance framework that defines the conditions, principles, and standards to be followed when utilizing artificial intelligence technologies and tools in the educational, research, and administrative processes. This ensures academic integrity, transparency, and accountability, reflects the institutional identity of the University of Hail, ensures compliance with applicable regulations, and enhances the user experience and trust in digital outputs.

Scope of the Policy

This policy applies to all types of uses and activities related to artificial intelligence technologies across the Learning Management Systems and digital environment of the University of Hail. This includes the generation of text, images, data, analyses, and multimedia content in both Arabic and English.

The policy applies to faculty members, researchers, students, academic and administrative leadership, and all users and personnel responsible for operating and reviewing these tools.

Policy Objectives

• Provide guidance on the appropriate use of Generative Artificial Intelligence in teaching, learning, research, and administrative tasks.
• Promote the responsible and ethical use of Generative Artificial Intelligence tools by University personnel.
• Ensure the preservation of academic integrity and intellectual honesty.
• Foster a culture of innovation and creativity in the use of Generative Artificial Intelligence tools.
• Address potential risks and challenges associated with the use of Generative Artificial Intelligence.

Definitions and Terminology

• Generative Artificial Intelligence (GenAI): A branch of artificial intelligence that generates original content in response to user prompts and inputs. It is designed to process user questions, instructions, and inputs in the form of text, images, or videos to produce outputs that resemble human-generated responses, written documents, computer code, or product designs.
• Academic Integrity: The ethical use of information and ideas through which original thought is developed to contribute to academic discourse. It is demonstrated through honesty in academic work, fairness toward others, respect for intellectual property rights, and responsibility for learning by completing one's own work based on an understanding of the course content, without unauthorized assistance in any academic work.
• Academic Misconduct: Any act that undermines academic integrity, such as cheating, plagiarism, data fabrication, collusion, deception, or other forms of academic dishonesty.

References and Related Regulations

• Laws, regulations, policies, and procedures issued by the University of Hail and relevant national entities, including the National eLearning Center.
• Policies of the Saudi Data and Artificial Intelligence Authority (SDAIA).
• Guidelines related to the use of Generative Artificial Intelligence in the General Education Sector for 2025.
• Policies of the National Cybersecurity Authority (NCA).

First: Generative Artificial Intelligence Use Policy for Faculty Members at the University of Hail

1. Transparency and Responsible Use

• Faculty members shall evaluate the outputs generated by artificial intelligence and verify their accuracy, while recognizing the potential for inherent biases in training data, to ensure that information complies with ethical standards and is supported by reliable sources.
• Faculty members shall clearly communicate and explain the University's artificial intelligence use policies to students and explicitly disclose the applicable requirements in the course syllabus, including specifying the extent to which artificial intelligence is permitted, partially restricted, or completely prohibited in assignments, projects, and assessments.
• Faculty members are prohibited from providing or encouraging students to submit content generated through artificial intelligence tools as their own work without disclosure, as this constitutes unauthorized assistance and an explicit violation of academic integrity.
• Faculty members are prohibited from using artificial intelligence to fabricate data or academic references, as this constitutes a violation of the academic integrity standards of the University of Hail.
• Faculty members shall verify the reliability and accuracy of generated content and review it against peer-reviewed and reliable sources before adopting it for educational or research purposes.

2. Data Privacy and Security

• Faculty members shall fully comply with the policies of the University of Hail, national legislation, and applicable data protection regulations in the Kingdom of Saudi Arabia when using artificial intelligence tools to ensure the University's information security.
• It is strictly prohibited to process confidential data and information belonging to the University of Hail, such as student records or internal regulations, through artificial intelligence tools unless officially authorized by the competent authorities of the University.

3. Well-Being and the Human Dimension

• Faculty members should promote students' critical thinking skills when designing educational materials and assignments, ensuring that artificial intelligence technologies remain a supporting tool for learning rather than a substitute for human creativity.
• Faculty members should avoid encouraging students to rely entirely on artificial intelligence in order to mitigate its potential negative effects on their educational development and skills acquisition.

4. Equity and Accessibility

• Faculty members shall ensure equal opportunities to access artificial intelligence technologies by providing free or institutionally supported tools, thereby supporting students who are unable to obtain paid platforms.
• The needs of students with disabilities or learning challenges shall be addressed through the use of artificial intelligence-supported tools to facilitate their academic attainment.

5. Continuous Learning and Feedback

• Students at the University of Hail shall be made aware of the capabilities and limitations of artificial intelligence technologies and equipped with the skills necessary to critically evaluate and verify generated outputs through credible sources.
• Students shall be made aware of the potential risks and biases that may arise from Generative Artificial Intelligence-generated content.
• Faculty members shall continuously develop their professional capabilities and attend specialized training programs to enhance digital teaching and learning practices at the University.

Second: Generative Artificial Intelligence Use Policy for Students at the University of Hail

1. Transparency and Responsible Use

• Students shall verify the accuracy of artificial intelligence outputs while recognizing the potential for biases in training data and ensuring that such outputs are consistent with reliable sources and peer-reviewed research.
• Students shall review the approved course syllabus in advance to understand the applicable requirements governing the use of artificial intelligence. The use of artificial intelligence to complete examinations, assignments, or assessments is prohibited unless expressly permitted or prior authorization has been obtained from the course instructor.
• Students shall transparently and clearly disclose any use of artificial intelligence-generated content in research and academic assignments. Claiming AI-generated content as one's own work without disclosure is strictly prohibited and shall be treated as unauthorized assistance and a violation of academic integrity.
• The fabrication or creation of false data or scientific references using artificial intelligence is strictly prohibited and shall constitute a serious violation of the regulations of the University of Hail.
• Students shall immediately contact the course instructor for clarification whenever the policy governing the use of artificial intelligence is unclear before submitting any academic work supported by such tools.

2. Data Privacy and Security

• Students shall comply with national regulations and University of Hail policies concerning information protection and digital security when using any artificial intelligence tools.
• It is strictly prohibited to share, process, or otherwise handle any confidential information or data belonging to the University of Hail through such tools without official authorization.

3. Well-Being and the Human Dimension

• Students shall focus on developing their cognitive skills, problem-solving abilities, and independent decision-making, while using artificial intelligence as a supporting learning tool rather than as a substitute for independent critical thinking.

4. Equity and Accessibility

• Students with disabilities or learning challenges may benefit from AI-supported adaptive technologies, such as speech-to-text and text-to-speech tools.
• Students have the right to contact the course instructor or the University's Disability Support Center to request appropriate assistance when encountering barriers to accessing required artificial intelligence technologies.

5. Continuous Learning and Feedback

• Students at the University of Hail are encouraged to participate in training programs designed to introduce them to the ethical dimensions and risks associated with the use of artificial intelligence, thereby enhancing their educational competencies.
• Students shall proactively contact the course instructor for immediate clarification whenever the policy governing the use of artificial intelligence is unclear before submitting any academic work supported by such tools.

Policy Review and Update

The Generative Artificial Intelligence Use Policy shall be reviewed periodically to ensure its effectiveness and alignment with rapid technological developments and the requirements of the University of Hail. All beneficiaries and stakeholders shall be notified of any updates or amendments made to the policy in a timely manner.

By participating in and using artificial intelligence tools and platforms, individuals acknowledge their full understanding of and complete commitment to the controls and standards set forth in this policy.

Intellectual Property Information

• This document constitutes proprietary information of the Deanship of Information Technology and E-Learning at the University of Hail and is intended solely for review by relevant entities and stakeholders.
• All rights are reserved by the Deanship of Information Technology and E-Learning – University of Hail.
  

Introduction

The Learning Management Systems Use and Privacy Policy establishes an organizational and governance framework that defines the conditions, principles, and standards to be observed when using digital platforms and tools for e-learning. The policy aims to ensure the confidentiality and privacy of users' data, enhance information security, and promote responsible and effective use of learning systems. It also reflects the institutional identity of the University of Hail, ensures compliance with applicable laws and regulations, and supports the quality and reliability of the digital educational process.

Scope of the Policy

This policy applies to all services, systems, data, and content available through the Learning Management Systems and associated digital systems operated by the University of Hail. It covers all courses and interactive activities provided in both Arabic and English and applies to all beneficiaries of the educational system, including faculty members, students, academic leadership, employees, administrative staff, and technical entities responsible for operating, managing, or supervising these systems.

Policy Objectives

• Establish an organizational and governance framework defining the conditions, principles, and standards to be observed when using digital platforms and tools for e-learning.
• Ensure the protection of the confidentiality and privacy of users' data and enhance information security.
• Promote effective and responsible use of learning systems in a manner that reflects the institutional identity of the University of Hail.
• Ensure compliance with applicable laws and regulations.
• Support the quality and reliability of the digital educational process.

Definitions and Terminology

• User: All users of e-learning systems, including students, faculty members, technical personnel, system administrators, and any persons in equivalent roles.
• Learning Management System (LMS): A centralized web-based system designed to manage the learning process. It contains all courses offered by the University and is integrated with a range of other tools used for educational purposes.

References and Related Regulations

• The internal regulations and institutional policies of the University of Hail.
• Laws, regulations, and instructions issued by national authorities, including the E-Learning Regulation and its Implementing Rules issued by the National eLearning Center.
• The Anti-Cyber Crime Law of the Kingdom of Saudi Arabia.
• Policies of the National Cybersecurity Authority (NCA).

First: User Responsibilities and Obligations

Each user, whether a student, faculty member, or employee, shall, when accessing the Learning Management System or digital educational platforms, fully comply with the applicable laws and regulations and acknowledge and agree to the following requirements:

1. Secure and Ethical Use

• Prohibition of Misuse: Users are prohibited from misusing the website or systems in any manner or using another person's account information to access the system. Users shall maintain the confidentiality of their personal account information and shall not disclose it to others. Each user shall be solely responsible for any activity conducted through their account.
• Ethical and Legal Compliance: Users shall respect intellectual property rights and refrain from publishing or transmitting any unlawful or offensive content, including content involving racial discrimination, defamation, harassment, slander, insult, or unethical materials. Users are also prohibited from publishing any content that violates religion, Islamic Sharia, laws, regulations, or public policy of the Kingdom of Saudi Arabia.

2. System Security Protection

• Users are prohibited from uploading or transmitting any malicious files, malware, viruses, or tools that may cause damage to or disrupt the operation of the system or the devices of other users.

3. Prohibition of Advertisements and Suspicious Content

• Digital platforms shall not be used to publish any promotional or marketing advertisements without obtaining prior official approval from the University of Hail.
• Users shall immediately report to the Deanship of Information Technology and E-Learning any content that appears to violate applicable requirements or any suspected violation.
• Users shall comply with national laws and regulations, review the Anti-Cyber Crime Law of the Kingdom of Saudi Arabia, and observe all provisions stipulated therein.

Second: Suspension and Termination Authorities

• The Deanship of Information Technology and E-Learning reserves the full right to suspend or terminate any user's account on the Learning Management System or digital platforms immediately and without prior notice if the user is found to have violated any of the obligations or provisions set forth in this policy.

Third: Privacy and Data Protection

• The Deanship of Information Technology and E-Learning is committed to protecting the privacy of users of the Learning Management System and educational platforms and maintaining the confidentiality of their information. Such data shall only be used within the limited scope necessary for identity verification and the promotion of academic integrity through the designated technical support team. The data shall not be published, disclosed, or sold to any other entity.

Fourth: Responsibility for External Links

• Each user, whether a student, faculty member, or employee, shall bear full legal, financial, and moral responsibility for any damages resulting from the inclusion of external links within courses or educational platforms. The Deanship of Information Technology and E-Learning does not supervise, manage, or control such external links or their content.

Policy Review and Update

The Learning Management Systems Use and Privacy Policy shall be reviewed periodically to ensure its effectiveness and alignment with technological developments and the requirements of the University of Hail. All beneficiaries and stakeholders shall be notified of any updates or amendments made to the policy in a timely manner.

By accessing and using the University's Learning Management Systems and digital services, individuals acknowledge that they have fully understood and agree to comply with the controls, conditions, and terms set forth in this policy.

Intellectual Property Information

• This document constitutes proprietary information of the Deanship of Information Technology and E-Learning at the University of Hail and is intended solely for review by relevant entities and stakeholders.
• All rights are reserved by the Deanship of Information Technology and E-Learning – University of Hail.
  

Introduction

The Electronic Access, Accessibility, and Attendance Policy establishes an organizational and governance framework that defines the roles, responsibilities, conditions, and standards to be observed to provide and facilitate comprehensive and equitable access to digital learning platforms and educational services. It also defines the mechanisms for calculating and monitoring student attendance and absences in partial and fully online courses, ensuring equal opportunities, empowering students with disabilities, and promoting academic discipline and integrity, in accordance with the institutional identity of the University of Hail and applicable regulations.

Scope of the Policy

This policy applies to all services, digital platforms, and courses, including partial and fully online courses, delivered through the Learning Management Systems and associated systems operated by the University of Hail.

It applies to all relevant stakeholders, including the Deanship of Information Technology and E-Learning, colleges and academic agencies, faculty members, students of all categories, including students with disabilities, and the relevant technical and administrative entities responsible for these systems.

Policy Objectives

• Establish an organizational and governance framework defining the roles, responsibilities, conditions, and standards to be observed to provide and facilitate comprehensive and equitable access to digital learning platforms and educational services.
• Define mechanisms for calculating and monitoring student attendance and absences in partial and fully online courses.
• Ensure equal opportunities and enable students with disabilities to access the digital learning environment.
• Promote academic discipline and integrity in accordance with the institutional identity of the University of Hail and applicable regulations.

Definitions and Terminology

• Electronic Attendance: Attendance conducted through electronic means and divided into two types: synchronous and asynchronous. It serves as an alternative to physical attendance through the use of e-learning systems, tools, and environments.
• Synchronous Virtual Classroom: A virtual class that requires students to log in and record their attendance electronically at the scheduled time. A student shall be considered absent if they fail to log in or arrive later than the permitted time limit.
• Fully Online Learning Mode: One of the University's online course delivery modes in which physical attendance in classrooms is fully replaced by online lectures and activities delivered through the course website using e-learning systems, tools, and environments.
• Learning Management System (LMS): A centralized web-based system designed to manage the learning process. It contains all courses offered by the University and is integrated with a range of other tools used for educational purposes.
• Student: A student officially enrolled at the University through the Deanship of Admission and Registration and identified in the e-learning systems by a username and password.
• Faculty Member: A member of the University's teaching staff, lecturer, teaching assistant, or approved language instructor who is designated in the academic system as the instructor of a course.
• Academic Debarment Penalty: A regulatory measure that prevents a student from taking the final examination of a course as a result of exceeding the permitted absence percentage, in accordance with the University's Study and Examination Regulations.

References and Related Regulations

• Regulations and instructions applicable at the University of Hail, including the Study and Examination Regulations.
• Regulations and instructions issued by national authorities, including the E-Learning Regulation and its Implementing Rules issued by the National eLearning Center.

First: Responsibilities and Procedures of the Deanship of Information Technology and E-Learning

1. System Support and Access Privileges

• The Deanship of Information Technology and E-Learning shall provide academic, educational, and administrative support services to all University personnel and its various units, while granting the necessary access privileges to Learning Management System administrators and digital education platforms.

2. Learning Program Management and Collaboration

• The Deanship of Information Technology and E-Learning shall collaborate with the various colleges in managing, monitoring, and periodically evaluating e-learning programs to ensure their quality.

3. Institutional Integration in Preparing the Digital Environment

• The Deanship of Information Technology and E-Learning shall prepare and enable e-learning at the University in cooperation and coordination with all colleges, supporting deanships, and relevant departments.

4. Support and Empowerment of Students with Disabilities

• Provide assistive technological devices and software for blind students and students with disabilities.
• Design and provide educational content supported by appropriate colors, fonts, and images to facilitate readability, while providing real-time translation and text-display options for video content, where applicable.
• Ensure that Learning Management Systems and e-learning systems support assistive technologies, such as screen readers and other accessibility tools, to enable students to access content easily.

Second: Responsibilities and Procedures of Faculty Members

1. Compliance with Regulations

• Faculty members shall fully comply with and implement all digital education policies and governing regulations issued by the University of Hail.

2. Course Design and Quality

• Faculty members shall ensure that partial and fully online courses are designed in accordance with approved course design quality standards, with continuous review and updating and the adoption of innovative practices that support learning outcomes.

3. Interaction and Student Engagement

• At the beginning of the semester, faculty members shall conduct an introductory meeting, either in person or virtually, to explain the course plan, electronic attendance requirements and schedule, and assessment mechanisms.
• Faculty members shall encourage and facilitate student participation, promote effective communication, and place the student at the center of the educational process within an environment that promotes critical thinking and problem-solving.

4. Regularity and Timely Readiness

• Faculty members shall create virtual classrooms for all lectures of the academic semester no later than the second week of the semester.
• Faculty members shall log in to the Learning Management System at least 15 minutes before the scheduled start of the lecture.

5. Activity and Assessment Management

• Faculty members shall prepare diverse online activities appropriate to the course objectives and students' levels, grade and provide feedback on them in a timely manner, actively participate in organizing and conducting online examinations, and provide students with opportunities to evaluate the course.

Third: Attendance and Absence Regulations for Partial and Fully Online Courses

1. Calculation of General Absence Percentages

• Student absence percentages in virtual lectures shall be calculated in accordance with the procedures applied to in-person lectures, in line with the applicable regulations of the University of Hail and relevant regulations, including the Study and Examination Regulations.

2. Cases in Which an Absence Is Recorded

• A student shall be considered absent if they fail to log in or record their attendance in the synchronous virtual classroom at the scheduled time.
• In partial online courses, a student shall be considered absent if they arrive after 25% of the total duration of the virtual lecture has elapsed.
• A student shall be considered absent if they do not perform any required interactive or online activity in the course within the period specified by the faculty member. Merely accessing the course without meaningful participation shall not be considered valid attendance.

3. Academic Debarment Penalty

• A student shall be prohibited from taking the final examination of a course if their absence percentage exceeds the permitted limit, in accordance with the approved Study and Examination Regulations of the University of Hail.

Fourth: Student Obligations, Conduct, and Academic Integrity

1. Compliance with University Regulations

• Students shall fully comply with the University's e-learning policies, Study and Examination Regulations, Rights and Responsibilities Regulations, Disciplinary Regulations, and Grievance Regulations.

2. Regular Attendance and Engagement

• Students shall regularly access the course, attend online lectures, and complete activities and assignments within the specified timeframes.

3. Identity Verification and Examinations

• Students shall attend in person to take periodic and final online examinations held on University premises and shall present official identification, namely their University ID card, for identity verification.

4. Penalties and Academic Integrity

• In cases where cheating in examinations or online assignments, or plagiarism, is established, the applicable University of Hail disciplinary regulations and penalties shall be applied to the student across all types of online courses, including self-paced, partial, and fully online courses.

Policy Review and Update

The Electronic Access, Accessibility, and Attendance Policy shall be reviewed periodically to ensure its effectiveness and alignment with technological developments and the requirements of the University of Hail. All beneficiaries and stakeholders shall be notified of any updates or amendments made to the policy in a timely manner.

By using the University's e-learning systems and participating in its online courses, individuals acknowledge that they have fully understood and agree to comply with the controls and requirements set forth in this policy.

Intellectual Property Information

• This document constitutes proprietary information of the Deanship of Information Technology and E-Learning at the University of Hail and is intended solely for review by relevant entities and stakeholders.
• All rights are reserved by the Deanship of Information Technology and E-Learning – University of Hail.
  

Introduction

The Electronic Examinations Policy establishes an organizational and governance framework that defines the conditions, principles, and standards to be observed when planning, preparing, conducting, and monitoring electronic examinations, whether conducted remotely or on campus. This ensures the accurate and transparent measurement of learning outcomes, promotes academic integrity and fairness among students, reflects the institutional identity of the University of Hail, ensures compliance with applicable regulations, and enhances confidence in the outcomes of the educational process.

Scope of the Policy

This policy applies to all electronic examinations and assessments conducted through the Learning Management Systems and associated systems operated by the University of Hail. It covers all courses offered in both Arabic and English and applies to all parties involved in the educational process, including faculty members, students, examiners, supervisory committees, and the technical and administrative entities responsible for preparing, managing, or monitoring examinations.

Policy Objectives

• Establish an organizational and governance framework defining the conditions, principles, and standards to be observed when planning, preparing, conducting, and monitoring electronic examinations, whether conducted remotely or on campus.
• Ensure the accurate and transparent measurement of learning outcomes.
• Promote academic integrity and fairness among students.
• Reflect the institutional identity of the University of Hail and ensure compliance with applicable regulations.
• Enhance confidence in the outcomes of the educational process.

Definitions and Terminology

• Faculty Member: A member of the University's teaching staff, lecturer, teaching assistant, or approved language instructor designated in the academic system as the instructor of a course and identified in the e-learning systems by a username and password.
• Student: A student officially enrolled at the University through the Deanship of Admission and Registration and identified in the e-learning systems by a username and password.
• Learning Management System (LMS): A centralized web-based system designed to manage the learning process. It contains all courses offered by the University and is integrated with a range of other tools used for educational purposes.
• Electronic Assessments/Examinations: A series of periodic electronic assignments and activities that contribute to active learning in a course and measure the extent to which a student achieves the learning objectives associated with the course. These include examinations, blogs, forums, research, projects, and assignments.
• Digital Educational Platforms: Digital environments used to facilitate and manage the learning and teaching process. These platforms integrate educational tools and resources to provide a comprehensive learning experience for both faculty members and students.

References and Related Regulations

• Regulations and instructions applicable at the University of Hail, including the Study and Examination Regulations.
• Regulations and instructions issued by national authorities, including the E-Learning Regulation and its Implementing Rules issued by the National eLearning Center.

First: General Controls for Electronic Examinations

1. University Responsibilities

• The Deanship of Information Technology and E-Learning at the University of Hail shall provide the systems and digital tools that enable faculty members to conduct examinations through e-learning platforms and shall provide the necessary technical support during the examination period.
• The Deanship of Information Technology and E-Learning at the University of Hail shall provide the systems and digital tools that enable students to take their electronic examinations through e-learning platforms and shall provide the necessary technical support during the examination period.

2. Faculty Member Responsibilities

• Faculty members should test the examination in advance to avoid any errors that may arise from inappropriate configuration. Faculty members may create a practice examination for students without grades, with unlimited attempts, and announce it to students in advance.
• Faculty members shall bear full responsibility for any errors occurring during the preparation of an examination, such as selecting an incorrect option or applying settings that result in unacceptable outcomes.
• Faculty members shall comply with any updated instructions and guidelines issued by the University's Deanship of Information Technology and E-Learning.

3. Student Responsibilities and Conduct

• Students shall follow the examination instructions specified by the examination creator and proctors and shall complete the examination within the specified timeframe, starting at the scheduled time without delay.
• Students shall complete examinations independently. Any violation of this requirement may subject the student to penalties in accordance with the approved disciplinary regulations of the University of Hail.
• Cheating, attempting to cheat, or disrupting the conduct of examinations in any manner constitutes a violation that may subject the student to the applicable regulatory procedures in accordance with the University's regulations.

Second: Approved Technical Controls for Designing Electronic Examinations

1. Guidance and Announcement

• Faculty members shall publish examination instructions and guidelines in the designated section and announce the examination sufficiently in advance through the announcements page to enable students to prepare and ensure that the necessary technology is available. Examinations shall be published exclusively on the Examinations and Assignments page.

2. Question and Examination Form Preparation

• Examination questions shall be created sufficiently in advance by developing question banks for each course, with questions diversified and categorized according to difficulty levels and learning objectives.
• Examinations shall be constructed using the Random Block feature to ensure that examination forms differ from one student to another, with the randomization of questions and answers enabled for multiple-choice questions.
• Faculty members should make use of the examination and question-bank export and import features to facilitate copying examinations from one course section to another.

3. Secure Examination Editing and Publishing Options

When configuring examination publishing options, the following shall be carefully verified:

• The examination description and instructions are clearly displayed to students before they begin the examination.
• The examination is automatically made available at the scheduled time, with start and end dates restricting its availability, and the availability link is hidden after 30 minutes from the examination start time through the Display Until option.
• All options for displaying examination results and feedback to students are disabled.
• Only one question is displayed per page, and the option preventing students from returning to the previous question is enabled.
• The examination is not visible to students before its scheduled time on the Examinations and Assignments page. This shall be verified by checking the following:
  • The examination icon appears in a faded/inactive state.
  • The availability date is displayed below the examination title.
  • The Student Preview mode is used to verify the student's view and status.

Third: Electronic Examinations Conducted on University Premises (On Campus)

1. Coordination and Scheduling

• Faculty members shall coordinate with the University's Electronic Examinations Coordinator to schedule their examinations and, where possible, secure appropriate computer laboratories at least one week prior to the examination date. At least one printed copy of the examination shall also be prepared as a contingency measure for emergencies.

2. Proctoring and Identity Verification

• Students shall attend in person to take periodic and final examinations and shall present an approved form of identification for verification by examination personnel and proctors. The number of proctors shall be determined by the faculty member according to the number of students and available laboratories.
• The responsibility for verifying attendance and identity and recording students' log-in and log-out in the Learning Management System shall rest with the faculty member and proctor.
• A student's login to a periodic or final examination from outside the designated laboratory constitutes a violation. The faculty member is responsible for ensuring that all students access the examination from the designated laboratory. If a student accesses the examination from outside the designated laboratory, the case shall be considered cheating and the applicable University disciplinary regulations shall apply.

Fourth: Electronic Examinations Conducted Outside University Premises (Remote)

1. Scheduling and Approval

• Faculty members shall conduct periodic and final examinations remotely in accordance with the approved schedule, policies, and requirements of the relevant college or the University.

2. Monitoring and Support

• Faculty members shall ensure that all students log in to the Learning Management System during the examination period and shall provide continuous monitoring of the examination process.
• Faculty members should establish a synchronous virtual classroom during the examination to monitor students and provide them with the necessary direct support.
• Faculty members shall ensure the proper organization and administration of make-up examinations in accordance with the applicable requirements and policies of the college.

Policy Review and Update

The Electronic Examinations Procedures Policy shall be reviewed periodically to ensure its effectiveness and alignment with examination regulations and the requirements of the University of Hail. All beneficiaries and stakeholders shall be notified of any updates or amendments made to the policy in a timely manner.

By taking electronic examinations and conducting electronic examinations through the University's learning platforms, students and faculty members acknowledge that they have fully understood and agree to comply with the controls and instructions set forth in this policy.

Intellectual Property Information

• This document constitutes proprietary information of the Deanship of Information Technology and E-Learning at the University of Hail and is intended solely for review by relevant entities and stakeholders.
• All rights are reserved by the Deanship of Information Technology and E-Learning – University of Hail.