سياسة في الممارسات الوظيفية: حقوق مكافئة عند الاستعانة بمصادر خارجية

 Contents

1. Purpose of the Policy

2. Legal Framework

3. Scope of the Policy

4. Equivalent Rights Provisions for Outsourced Workers

5. Contractor and Third-party Obligations

6. Grievance and resolution mechanisms

7. Monitoring and Review

8. Definitions

 1. Purpose of the Policy

1.1. Qassim University (QU) is committed to ensuring that all workers on its campus, regardless of their employment status, are treated with dignity and afforded equivalent rights and protections. As a modern educational establishment aligned with the Kingdom of Saudi Arabia’s Vision 2030, the university recognises that decent work and fair treatment of all workers—including contractors, subcontractors, and temporary workers—are fundamental to achieving institutional excellence and contributing to sustainable economic development.

This policy ensures that outsourced workers engaged by the university enjoy the same working conditions, protections, and entitlements as direct university employees, thereby upholding the principles of justice, fairness, and human dignity that are central to both Islamic values and international standards of labour rights.

1.2. This policy is grounded in the Saudi Labour Law (Royal Decree No. M/51, amended 2025), which explicitly requires that all workers—including those employed through third-party contractors—receive equivalent rights and provisions. Qassim University recognises this obligation as both a legal requirement and a moral responsibility to uphold the dignity of all workers who contribute to the university’s mission.

The policy also aligns with Saudi Arabia’s commitments to the United Nations Sustainable Development Goal 8 (Decent Work and Economic Growth), which emphasises the promotion of sustained, inclusive, and sustainable economic growth, full and productive employment, and decent work for all.

1.3. This policy applies to all outsourcing arrangements at Qassim University, including but not limited to security services, maintenance and grounds keeping, catering and food services, cleaning and custodial services, transportation services, and technical support services. It establishes university-wide standards for ensuring equivalent rights across all campus operations and applies to all work conducted on university premises or under university supervision.

2. Legal Framework

2.1. Qassim University honours the obligations of the Saudi Labour Law, which states that contract workers, subcontract workers, and temporary workers are entitled to the same rights and provisions as other workers (Saudi Labour Law, Chapter 2, Article 6). The law specifically mandates equivalent treatment with respect to:

• Working hours and rest periods
• Compensation and payment of wages
• Occupational health and safety
• Disciplinary rules and work duties
• Leave entitlements and benefits
• Access to workplace facilities

Work in laboratories, work sites, plant facilities, catering operations, and site maintenance, in all spaces of the university, must be conducted fairly and safely on behalf of university staff, students, contract workers, and subcontract workers alike.

2.2. The General Administration of Human Resources at Qassim University is one of the distinguished supporting departments at the university, which contributes effectively to raising the level of services for employees and achieving their satisfaction according to the required quality standards. The university’s commitment to decent work is demonstrated through its adherence to non-discriminatory employment practices and provision of competitive compensation and benefits to all employees.

Qassim University recognises that fair and safe working conditions enhance institutional excellence and contribute to a positive campus environment for all stakeholders. The Contracts and Procurement Management department works to secure all the special needs of university units from colleges, departments, and deanships, including materials, machinery, devices, equipment, services, and construction works, whilst ensuring compliance with approved systems and procedures.

2.3. This policy supports Saudi Arabia’s Vision 2030 objectives regarding quality employment, economic growth, and social responsibility. By guaranteeing equivalent rights for all workers, Qassim University contributes to achieving sustainable economic development and improved working conditions across the Kingdom. The university’s commitment to these principles positions it as a national leader in higher education and responsible employment practices.

3. Scope of the Policy

3.1. This policy applies to:

• All outsourcing contracts entered into by Qassim University through the Contracts and Procurement Management department
• All workers employed by third-party contractors or subcontractors performing work on QU campus premises
• All outsourced activities conducted on university premises or under university supervision across all QU facilities in Buraydah and affiliated campuses
• All service providers delivering goods or services to the university under contractual arrangements 

3.2. For purposes of this policy, “covered workers” include:

• Permanent contract workers employed by third-party service providers
• Temporary and seasonal workers engaged for limited durations
• Subcontracted workers employed through multiple layers of contracting arrangements
• Workers employed by contractors for incidental, ad hoc, or project-based assignments
• All individuals who perform work on university premises, regardless of their direct employer

3.3. This policy applies to outsourced activities, including but not limited to:

• Security and facility management
• Maintenance and grounds keeping
• Cleaning and custodial services
• Catering and food services
• Transportation services
• Technical support services
• Administrative support services
• Construction and renovation work 

4. Equivalent Rights Provisions for Outsourced Workers

4.1. Qassim University applies the same provisions to contracted workers as to direct employees with respect to duties, disciplinary rules, occupational health and safety, and working conditions. Should the university conclude a contract with a third-party employer, any workers subject to third-party contracts that perform incidental, seasonal, and temporary work are subject to the same provisions on duties and disciplinary rules of labour law as any worker employed directly by the university.

All outsourced workers shall receive equivalent:

• Legal protections under the Saudi Labour Law
• Working conditions and workplace standards
• Access to grievance mechanisms
• Occupational safety provisions
• Respect and dignified treatment

4.2. Contracted and temporary workers are entitled to working hour regulations as specified in the Saudi Labour Law:

• Maximum 9-hour workday or 45 hours per week, depending on contract terms
• During the month of Ramadan, the actual working hours for Muslim workers shall be reduced to a maximum of 7 hours per day or 35 hours per week
• No worker shall work for more than five consecutive hours without a break of no less than thirty minutes for rest, prayer, and meals
• A worker shall not remain at the workplace for more than twelve hours per day
• Periods designated for rest, prayers, and meals shall not be included in the actual working hours, during such periods, the worker shall not be under the employer’s authority
• The employer shall not require the worker to remain at the workplace during designated break periods

In accordance with the Ministry of Human Resources and Social Development resolution, it is forbidden to work under direct sunlight during the noontime hours (12:00 to 15:00). Employers, upon regulating working hours, must consider the provisions of this resolution to contribute to protecting workers’ safety and health from exposure to direct sun risks. Exceptions may be made for certain employees and under certain weather conditions as determined by the Ministry. 

4.3. Contracted workers are entitled to fair compensation as mandated by Saudi Labour Law:

• Compliance with minimum wage requirements as determined by the Ministry of Human Resources and Social Development
• Regular and timely wage payment through the Wage Protection System (WPS)
• The employer shall pay the worker for overtime working hours an additional amount equal to the hourly wage plus 50% of their basic wage
• If work is organised on the basis of weekly working hours, the hours in excess of the hours taken as the criterion shall be deemed overtime hours
• All working hours performed during public holidays and Eids shall be deemed overtime hours and compensated accordingly
• No unauthorised deductions from workers’ wages
• Workers shall not be charged or have deducted from their wages any amounts for the provision of health and safety protection equipment

4.4. Third-party employers shall comply with the health and safety provisions of Saudi Labour Law and the Ministry of Human Resources and Social Development regulations regarding occupational safety and health. The principles and rules of labour law provide for the protection of all workers, including contractors and subcontractors:

• An employer shall maintain clean and hygienic conditions in all workplaces
• Employers shall provide adequate lighting, supply potable water and washing water, and comply with other rules, measures, and standards of occupational protection as specified by regulations
• An employer shall take the necessary precautions to protect workers against hazards, occupational diseases, and machinery in use, and shall ensure work safety and protection
• Employers shall post in a prominent place in the workplace the instructions related to work and workers’ safety in Arabic and, when necessary, in any other language that the workers understand
• An employer shall inform the worker, before engaging in the work, of the hazards of their job and shall require them to use the prescribed protective equipment
• The employer shall supply workers with appropriate personal protective gear at the employer’s cost and train them on its use
• A worker shall use and preserve the personal protective equipment designated for each process and shall carry out the instructions established to protect their health against injuries and diseases
• An employer shall take necessary precautions for protection against fire and provide the technical means to combat it, including safety exits, which shall be maintained in working condition at all times
• Detailed instructions for fire prevention devices shall be posted in prominent locations in the workplace

An employer shall be responsible for emergencies and accidents which may affect persons, other than their workers, who enter the workplace by virtue of their official duties or with employer approval, if such emergencies are due to negligence in taking the technical precautions required. 

4.5. Contracted workers are subject to the same disciplinary standards as direct employees:

• Disciplinary procedures must comply with Saudi Labour Law provisions
• Disciplinary action must be proportionate, documented, and applied fairly
• Workers retain rights to fair treatment and natural justice in all disciplinary matters
• Termination procedures must comply with legal requirements regarding notice periods and end-of-service benefits
• Workers have the right to be informed of allegations against them and to respond before disciplinary action is taken

4.6. In accordance with Saudi law and Islamic principles:

• Workers shall have a designated time and an accessible space for daily prayers (Salah)
• Prayer facilities shall be accessible to all workers, regardless of employment status
• No reduction in compensation or working hours shall result from prayer observance
• Islamic holidays and Eid celebrations shall be observed in accordance with Saudi law
• Workers shall not face adverse consequences for fulfilling religious obligations

5. Contractor and Third-party Obligations

5.1. All Qassim University outsourcing contracts entered into through the Contracts and Procurement Management department shall include mandatory clauses requiring:

• Full compliance with all provisions of the Saudi Labour Law 
• Implementation of equivalent working conditions and worker protections as specified in this policy
• Commitment to occupational health and safety standards established by the Ministry of Human Resources and Social Development
• Maintenance of accurate records demonstrating compliance with labour law provisions, including work hours, wage payments, and safety training
• Agreement to university monitoring, auditing, and site inspection procedures
• Clear stipulation that the contractor bears primary responsibility for ensuring worker protections
• Registration of all workers with the General Organization for Social Insurance (GOSI)
• Compliance with the Wage protection program (WPS) for the timely payment of wages

Failure to include these provisions in contracts shall result in contract invalidity or suspension until compliance is achieved.

5.2. Qassim University, through the Contracts and Procurement Management department in coordination with the General Administration of Human Resources, shall:

• Conduct pre-contract due diligence on contractor labour practices and compliance history
• Verify GOSI registration for all covered workers prior to contract commencement
• Conduct periodic audits and site inspections of contractor operations semi-annually (twice per year).

Request and review documentation demonstrating compliance with labour law provisions, including:

• Wage payment records and WPS compliance certificates
• Work hour logs and overtime records 
• Health and safety training documentation 
• Personal protective equipment provision records
• Employee contracts and job descriptions 
• Investigate any reported violations or complaints within 5 working days of receipt
• Maintain a compliance database tracking contractor performance

Non-compliance identified through audits shall result in corrective action requirements, contract suspension, or contract termination, depending on severity.

5.3. Contractors shall:

• Inform all workers of their rights under this policy and the Saudi Labour Law prior to commencement of work
• Provide workers with access to this policy document in Arabic and, where necessary, in workers’ native languages to ensure comprehension

Maintain posted information in prominent workplace locations regarding:

• Working hours and break entitlements 
• Compensation rates and overtime provisions 
• Health and safety procedures and emergency protocols
• Grievance and complaint mechanisms 
• Contact information for reporting violations 
• Ensure workers understand grievance and complaint mechanisms and can access them without fear of retaliation
• Conduct orientation sessions for new workers, covering their rights and responsibilities

Contractors shall submit documentation to Qassim University demonstrating that worker information and awareness requirements have been fulfilled.

6. Grievance and resolution mechanisms

6.1. Contracted workers may report violations of this policy or concerns about working conditions through multiple confidential channels:

• General Administration of Human Resources

Phone: 00966-16-301-1111 (main university line)

Human Resources Office (Building A13), Qassim University, Al-Mulayda, Buraydah, Qassim, Saudi Arabia,

Email: hr@qu.edu.sa

• Contracts and Procurement Management: 

Phone: 00966-16-301-1111 (main university line)

Email: psa@qu.edu.sa

• Anonymous Reporting: Anonymous reports can be submitted directly to the Internal Audit Department at Qassim University, in accordance with applicable procedures.

Workers retain the right to report violations to the Ministry of Human Resources and Social Development through official channels.

All reporting channels shall maintain confidentiality to the extent permitted by law, and workers shall not face retaliation for making good-faith reports.

6.2. Upon receipt of a complaint or report of violation: 

• The General Administration of Human Resources shall conduct an initial assessment within 3 working days to determine the nature and severity of the complaint
• Formal investigation shall be initiated within 5 working days of complaint receipt
• Confidentiality shall be maintained throughout the investigation process to the extent permitted by law and as necessary to conduct a thorough investigation
• The third-party contractor shall be notified of the complaint and given the opportunity to respond and provide relevant documentation
• The university shall gather evidence to determine whether violations have occurred
• Resolution shall be communicated to the complainant within 15 working days of complaint receipt, or the complainant shall be informed of the status if additional time is required

Remediation measures shall be implemented by the contractor under university supervision, which may include:

• Back payment of wages or compensation
• Improvement of working conditions 
• Additional safety training or equipment provision
• Disciplinary action against the responsible parties 
• Contract termination for serious or repeated violations 

6.3. No worker shall face retaliation, termination, reduction in hours, adverse action, or any form of punishment for reporting violations of this policy in good faith.

Contractors shall be contractually bound to prohibit retaliation against workers who exercise their rights under this policy. Breach of anti-retaliation provisions shall constitute serious grounds for contract termination and may result in exclusion from future university contracts.

Workers who experience retaliation shall have the right to seek remedies, including reinstatement, compensation, and other appropriate relief. Workers have the right to escalate complaints to external authorities without employer approval or retaliation.

7. Monitoring and Review

7.1. The General Administration of Human Resources, in coordination with the Contracts and Procurement Management department, shall conduct an annual review of this policy’s implementation and effectiveness. The review shall assess:

• Compliance rates among contractors
• Number and nature of complaints received
• Effectiveness of grievance resolution mechanisms
• Worker satisfaction with treatment and working conditions
• Audit findings and contractor performance
• Changes to the Saudi Labour Law or Ministry regulations require policy updates

Responsible parties:

• Director of the General Administration of Human Resources (primary responsibility)
• Contracts and Procurement Supervisor (supporting responsibility)

This policy shall be formally reviewed and updated every two years, or sooner if significant changes to Saudi Labour Law, Ministry regulations, or university operations necessitate updates.

7.2. The following quantitative and qualitative Key Performance Indicators (KPIs) shall be tracked to measure policy effectiveness:

• Number of contracted workers employed across campus by service category
• Percentage of contractors demonstrating full labour law compliance in audits
• Number of grievances and complaints received per year
• Average time to grievance resolution (in working days)
• Percentage of complaints resolved satisfactorily
• WPS payment compliance rate (target: 100%) 
• Worker satisfaction with treatment and working conditions
• University department feedback on contractor compliance

7.3. This policy shall be revised within three months to reflect any changes to:

• Saudi Labour Law
• Ministry of Human Resources and Social Development regulations
• GOSI or WPS requirements
• Other relevant Saudi regulations affecting employment and outsourcing 

Policy revisions shall involve consultation with:

• General Administration of Human Resources
• Contracts and Procurement Management
• University legal counsel
• Representative contractors (where appropriate)
• University senior management

Updated policies shall be:

• Published on the university website
• Communicated to all current contractors
• Incorporated into all new contracts immediately upon approval
• Made available to all workers in Arabic and other languages as needed

 8. Definitions

1. Outsourcing: The engagement of third-party service providers by Qassim University to perform work or deliver services on university campus premises or under university supervision, rather than using direct university employees.
2. Contractor: A third-party organisation or individual that has entered into a contractual agreement with Qassim University to provide specified services, goods, or work.
3. Subcontractor: An entity or individual contracted by a primary contractor to perform a portion of the contracted work or services. Subcontractors are covered by this policy even when they do not have a direct contractual relationship with the university.
4. Third-party provider: Any external organisation or individual providing services to the university under contractual arrangements, including contractors, subcontractors, and temporary employment agencies.
5. Temporary worker: A worker employed for a limited duration, typically less than one year, or for a specific project or seasonal work. Temporary workers have the same rights under this policy as permanent contract workers.
6. Covered worker: Any individual employed by a contractor, subcontractor, or third-party provider who performs work on Qassim University premises or under university supervision, regardless of employment duration or classification. 
7. Fair treatment: Conduct in accordance with Saudi Labour Law, Islamic principles of justice, and university policy that respects the dignity and rights of all workers regardless of employment status.
8. Occupational health and safety: Measures, standards, procedures, and equipment designed to prevent workplace injury, illness, and hazards, as mandated by Saudi Labour Law and Ministry of Human Resources and Social Development regulations.
9. Decent work: Work that is productive and delivers fair income, security in the workplace, social protection, better prospects for personal development and social integration, freedom to express concerns, organise, and participate in decisions affecting lives, and equality of opportunity and treatment for all. This concept is central to UN Sustainable Development Goal 8.