Operational Procedures and Policy Manual

Overview:
Message from the Director of the Center for Engineering Research and Applied Sciences
Basic Concepts of the Procedural Guide at the Center for Engineering Research and Applied Sciences
About the Center
Vision of the Center
Mission of the Center
Objectives of the Center
Research Priorities of the Center
Research Laboratories
Colleges Served by the Center
Policies and Procedures of Engineering and Applied Sciences Research
Policies for Using the Facilities of the Center
Acknowledgment
Collaboration Policies and Partnership Management
Research Project Management
Student Research Competitions, Seminars, and Workshops
Quality Specifications and Tools Adopted by the Center
ISO 21001 Standard
ISO 22301 Standard
ISO/IEC 20000 Standard
ISO 45001 Standard
Continuous Improvement Cycle (PDCA Cycle)
Total Quality Management (TQM)
Risk Matrix – Risk Assessment
Root Cause Analysis of Incidents
Regulatory Compliance and Risk Management Framework
Resource Management
11.1 Consumables Management
11.2 Waste Management
11.3 Borrowing System Management
General Safety Policies
Emergency and Evacuation Procedures
13.1 Emergency Procedures
13.2 Risk Control Procedures
13.3 Documentation and Reporting
13.4 Evacuation Plans
Performance Indicators
Review and Evaluation
Conclusion
Appendices
Message from the Head of the Center
The Kingdom of Saudi Arabia considers scientific research, development and innovation to be of paramount significance and among its top priorities to achieve the Kingdom’s vision of 2030), namely to be among the top 10 countries in the Global Competitiveness Index by 2030.
This Global Competitiveness Index depends directly on research, innovation and development which provides the Kingdom an opportunity to improve its position regionally and globally through the quality of research.
Therefore, the Research Center, supported by MU rector, the Vice-Rector for Graduate Studies and Scientific Research, and the Deanship of Scientific Research, seeks to fund to meet the national and local goals in the governorates served by the university in a way that contributes to knowledge production, social and economic development, and the participation of the private sector.
The Engineering Research and Applied Sciences Center seeks to fund research that provides optimal solutions to the challenges facing society and industry in various areas, including engineering, computer and its sciences, with the aim of achieving comprehensive economic development and improving the university’s rank locally, regionally and globally. The center also aims to help researchers and provide them with the necessary resources including conducting research workshops, setting research plans and priorities for the academic departments that are associated with the center.
Dr. Abdullah Al-Tamimi
1.2 Basic Concepts of the Procedural Guide for the Center
Purpose:
This procedural guide defines the activities and procedures followed by the Center in conducting various research activities, including experimental research, innovations, data collection, analysis, and publication.
Scope of Application:
This guide applies to all activities and projects carried out by the Center for Engineering Research and Applied Sciences at Majmaah University to ensure consistency and standardization of work mechanisms up to the publication stage.
Procedures:
This guide details the specific procedures and steps that must be followed across various aspects of research work at the Center for Engineering Research and Applied Sciences at Majmaah University.
History of the Center:
The Center for Engineering Research and Applied Sciences was established in 1433 AH / 2012 AD based on the approval of the Custodian of the Two Holy Mosques, King Abdullah bin Abdulaziz (may he rest in peace). The Center aims to align scientific research with national, local, and private sector needs by diagnosing challenges and providing solutions to support comprehensive economic development. It also seeks to encourage scientific innovation as well as both theoretical and applied research by motivating and supporting researchers—faculty members and students—within the College of Engineering. The Center provides them with the necessary resources and develops research plans and priorities for the academic departments affiliated with it, while also monitoring their performance.
The Center has supported numerous research proposals, graduation research projects, and innovations, and has established educational research workshops. Looking ahead, it aspires to support high-quality scientific projects aligned with the vision of the College of Engineering and related scientific colleges, aiming to achieve a significant transformation in innovation, improvement, and development.
Vision:
To lead in the field of engineering and applied sciences research by supporting qualitative research programs that meet different needs
Mission:
To help MU to become an advanced center for scientific research and innovation in the fields of science and engineering locally and globally through the support and encouragement of faculty members.
Goals
• Setting research priorities to achieve the national strategic goals and the challenges of the local community and the private sector in the areas served by the university and to create a tangible economic and social impact.
• Developing the research and leadership skills of researchers through seminars and workshops
• Active participation in the study and evaluation of research projects and follow-up research performance in the academic departments of the Center.
• Seeking to form research and innovation partnerships with national research centers and the private sector.
• Providing research and financial support for researchers and faculty members in the academic departments of the Center.
Colleges and Departments Served by the Center:
The center serves the following colleges and departments
• College of Engineering (all academic departments)
• College of Computer and Information (all academic departments)
• College of Science and Human Studies (Computer Department)
• College of Science (Department of Computers)
• College of Applied (Computer Department)
Research laboratories:
• Energy and Technologies Laboratory
• Environmental Engineering Laboratory
• Mechanical Engineering Laboratory
Materials lab
• computer lab
Research Priorities:
The center set research priorities based on main topics that serve or address prominent challenges locally (governorates served by the university), regionally, or nationally, and these include:
•sustainable energy
• Environmental sustainability and agriculture
• Social and economic development
•Information and Communication Technology
• Construction and Reconstruction
•Mechanical engineering
2. Policies and Procedures
The Engineering and Applied Sciences Research Center is committed to implementing best practices in all research operations to ensure accuracy and reliability of research results, while strictly adhering to recognized local and international ethical and academic standards. Key standards include:
Data Accuracy and Reliability:
The center applies precise and comprehensive procedures to verify the accuracy and secure storage of data collected and analyzed in research projects.
Commitment to Research Ethics:
The center upholds the highest standards of research ethics, including respecting the rights of research participants and maintaining the confidentiality of personal and sensitive information.
Continuous Training and Development:
The center is committed to providing ongoing training programs for all university researchers and staff to enhance their research skills and capabilities.
3. Facility Usage Policies
To ensure the effective use of the center’s facilities, the following access and affiliation policies apply:
Majmaah University Affiliates:
Faculty and researchers affiliated with Majmaah University are allowed access to the center’s facilities. This includes individuals conducting university-approved research or collaborating with the center’s research teams. Formal approval from the center's administration is required, followed by oversight from the center’s team. Researchers must:
1. Complete the Visit Request Form (Form No. 1 in the annex) by scanning the center’s QR code and filling in the required details.
2. Specify the name of the research project or study.
3. Define the duration of lab usage.
4. Specify the equipment needed, which must only be used for its intended purposes. The researcher bears full responsibility for the equipment’s safety and cleanliness.
5. Fully comply with lab safety and security protocols in accordance with the nature of the devices and experiments.
Student Visits:
The center welcomes group visits from students of various scientific colleges to enhance learning and connect theoretical education with practical tools. These visits are arranged through direct communication from the visiting college’s administration by completing Form No. 2 (in the annex) and sending it to the center’s email: [email protected]
Collaborating Institutions:
Institutions with official cooperation agreements with Majmaah University are permitted to use the center’s facilities. These agreements must outline joint research objectives and mutual commitments.
External Visitors:
Visiting researchers from other universities or research centers may access the facilities upon receiving necessary approvals. A formal request must be submitted detailing the purpose and duration of the visit. The visit request link and QR code are available in the annex (Form No. 3).
4. Acknowledgment in Research Outputs:
Mandatory Acknowledgment:
All research and results derived from the use of the center’s facilities must clearly acknowledge the center in all scientific publications and reports.
Acknowledgment Format:
The following format must be used in the acknowledgments or affiliation section of the research paper:
“Engineering and Applied Sciences Research Center, Majmaah University, Majmaah, 11952, Saudi Arabia.”
Publication Commitment:
Researchers must provide the center’s administration with copies of publications that include its acknowledgment for documentation and compliance purposes.
5. Collaboration Policies and Partnership Management:
Forming and Strengthening Research Partnerships with Local Industrial and Technical Institutions:
Fostering and developing research partnerships between the center and industrial/technical institutions is essential for scientific and technological progress. These partnerships promote academic-industry collaboration, enable practical applications, and drive innovative solutions to engineering challenges.
Defining Collaboration Goals:
Clarify the primary objectives of collaboration, such as knowledge exchange, joint research, or access to additional resources.
Ensure alignment with the strategic goals of the center and the university.
Establish formal cooperation agreements detailing responsibilities, intellectual property rights, funding, and scope.
Set a defined collaboration period with provisions for renewal or periodic review.
6. Research Project Management
Engineering research projects submitted to the center are evaluated for project number allocation and potential financial support. The program supports high-quality research eligible for publication in indexed journals, particularly those indexed in Web of Science.
Program Goals:
Encourage faculty to publish in Web of Science-indexed journals.
Improve research quality and publication in impactful journals.
Enhance the university’s global academic ranking through research.
Access to Research Support Services:
An automated system is available via the internal portal (illustrated in Annex Figure 1) or at:
https://rs.mu.edu.sa/panel
Researchers can log in using their internal portal credentials to access the “My Research” platform and apply for various support programs, including:
Distinguished Research Support Program
Research Group Support Program
International Collaboration Program
Graduate Research Support Program
Other programs introduced annually to foster research aligned with the university's vision.
Application Requirements:
Copy of accepted research paper
Proof of final acceptance
Research title in both Arabic and English
Target journal’s name
Journal’s ISSN
Journal’s impact factor (ISI-indexed)
Researchers must complete the application, sign a support contract with the Deanship of Graduate Studies and Scientific Research, and submit their project for review by the center. Approved projects are discussed by the center’s research council, and reports are submitted based on established criteria.
7. Student Research Competitions, Seminars, and Scientific Workshops:
The center plays a vital role in enhancing education and research in engineering fields. It organizes various academic and scientific events targeting students and researchers to enrich knowledge, build skills, and foster creative and analytical thinking.
Activities include:
Training Courses:
Offering diverse technical and scientific workshops across engineering disciplines.
Competitions:
Encouraging students and researchers to apply their engineering knowledge to solve practical problems through experimental models and specific engineering challenges, fostering innovation and creative solutions.
Scientific Workshops:
Designed to promote research initiatives in engineering by providing opportunities to apply theoretical and technical concepts, develop research and analytical skills, and enhance teamwork and collaboration.
8. Quality Tools and Standards :
The center adopts the highest quality standards recognized by the university to achieve excellence in all its operations. All researchers and staff are required to adhere to these standards to support the center’s strategic goals and drive sustainable quality.
Key Standards Include:
ISO 21001:
An international standard for educational organization management systems focused on improving teaching processes and delivering high-quality education.
ISO 22301:
Business Continuity Management System standard aimed at helping organizations prepare for, respond to, and recover from disruptive events such as natural disasters, economic crises, and cyberattacks.
ISO/IEC 20000:
Standard for IT Service Management that ensures efficient, effective IT services to meet customer needs and expectations.
ISO 45001:
Occupational Health and Safety Management System standard designed to reduce workplace risks and ensure employee safety.
Quality Tools Used by the Center:
8.5 PDCA Cycle (Plan-Do-Check-Act):
A methodical tool for continuous improvement in research projects and equipment use.
8.6 Total Quality Management (TQM):
An inclusive approach where all staff participate in enhancing processes and ensuring data analysis consistency.
8.7 Risk Assessment:
Tool for evaluating and prioritizing potential risks based on likelihood and impact, and implementing measures to mitigate them.
8.8 Root Cause Analysis:
A technique for identifying underlying causes of incidents to implement preventive measures and update safety procedures accordingly.
Compliance and Risk Management Framework:
The center’s compliance and risk management framework aligns with Majmaah University’s risk management system to ensure that all research and administrative activities meet legal and policy standards. Effective policies and procedures are in place to ensure operations comply with ethical and legal norms.
Form No. 4 is used for assessing potential risks within the center. The framework includes mechanisms for monitoring compliance and addressing incidents that may affect performance or research quality.
Table 1: Risk Analysis and Control Procedures

Category	Risk	Risk Description	Risk Management Procedures
Chemical	Chemical Spills	- Spills during scientific experiments. - Chemical reactions between substances. - Direct contact with toxic chemicals that may cause burns or poisoning.	- Use of sealed containers to prevent spills. - Safe storage of substances. - Provide proper training. - Use of personal protective equipment (PPE) and emergency equipment. - Conduct risk assessments before use.
Physical	Physical Injuries	- Cuts or fractures due to handling heavy equipment. - Electrical hazards leading to shocks or burns when handling electric devices.	- Regular maintenance of equipment. - Risk assessment before use. - Staff training on safe equipment handling. - Use of PPE and emergency gear.
Waste Management	Improper Disposal	- Incorrect disposal of chemical or biological waste may cause environmental pollution. - Storing waste in inappropriate locations may lead to leakage or contamination.	- Provide designated containers for waste. - Follow proper waste disposal guidelines. - Risk assessment before handling. - Train staff on waste management. - Use PPE when disposing of waste.
Equipment & Tools	Equipment Fall or Damage	- Project/research delays due to unexpected malfunctions. - Injuries due to faulty devices.	- Organize tools and devices properly. - Conduct regular maintenance. - Provide operational manuals for each device. - Risk assessment before use. - Training on proper equipment usage.

11. Resource Management
11.1 Management of Consumables
Efficient Use: Promote efficient use of all materials to avoid waste by setting specified quantities for each research project.
Safe Storage: Chemicals are stored using safe strategies to prevent dangerous reactions or leaks. Storage areas are organized by material type. Safe chemical storage includes:
Classification and separation of reactive substances (e.g., separating acids and bases; storing flammable materials away from oxidizers).
Use of appropriate containers—resistant and properly labeled with essential information.
Staff training in safe handling and provision of personal protective equipment (PPE).
Regular inspection of storage areas and implementing emergency plans for incidents or leaks.
11.2 Waste Management
The center applies a comprehensive waste management methodology including transport and disposal, with preventive measures to avoid spills and contamination.
11.3 Lending System Management
Researchers, faculty members, and students involved in research projects can borrow available equipment and materials under specific conditions.
Application Procedures:
Complete the Form (Form No. 5) and submit it in advance to the center’s administration.
Provide details about the intended use of borrowed equipment or materials.
Duration:
The duration is based on the type of item and the research project’s needs.
Extension requests must be submitted before the due date and require center approval.
Usage Responsibility:
Borrowers are responsible for maintaining and returning borrowed items in good condition.
Proper care must be taken to avoid damage or loss.
Return of Items:
Items must be returned by the agreed date.
A staff member will inspect the items to confirm they are in good condition.
Borrowing Chemicals:
When borrowing chemicals, users must follow the center’s approved safety guidelines.
12. General Safety Policies
Researchers must wear PPE such as gloves, safety glasses, lab coats, and masks as needed before starting any experiment.
Carefully read and understand chemical labels to know potential risks and required precautions.
Ensure proper ventilation, especially when working with substances that emit harmful vapors or gases.
Immediately report any incidents or chemical spills to center authorities for appropriate emergency action.
Dispose of chemical waste safely in designated containers according to instructions.
Use equipment correctly; inspect devices before use and follow attached operating guidelines.
Participate in safety training programs regularly.
Follow emergency and evacuation procedures—know evacuation routes and assembly points.
13. Emergency Procedures and Evacuation
13.1 Emergency Procedures
All users must report any incidents or chemical spills immediately to the center’s officials. The emergency response team will assess the situation and take immediate action, completing the relevant incident report forms.
First aid will be provided to any injured persons, and they will be referred to medical care if necessary. The response team will coordinate with external emergency services when needed.
13.2 Risk Control Procedures
Designated staff or researchers at the center will attempt to contain any potential hazard using the appropriate risk-specific instructions (as outlined in Table 1).
13.3 Documentation and Reporting
All incident details—time, location, actions taken, and resulting effects—will be recorded in the Incident Report Form (Form No. 6, located in the Appendices).
13.4 Evacuation Plans
A clear and detailed evacuation plan is established at the research center, including:
Designated external assembly points.
Safe evacuation routes.
Communication methods.
Regular evacuation drills are held for all staff and researchers to ensure familiarity with the procedures and evaluate their effectiveness.
14. Key Performance Indicators (KPIs)
KPIs are metrics used to assess performance across various areas based on defined goals. They help track progress, evaluate outcomes, and support data-driven decisions.
Number of Supported Research Programs
1. Description: Measures the number of research programs that received funding or support.
2. Indicator: Total number of supported programs per year.
Number of Revenue-Generating Research Partnerships
1. Description: Measures partnerships that resulted in financial returns or external funding.
2. Indicator: Total number of signed partnerships with financial returns annually.
Percentage Increase in Research Equipment
1. Description: Measures the growth rate of newly added research equipment.
2. Indicator: (Number of new research devices / Total number of devices in previous year) × 100%
Faculty Research Publication Rate
1. Description: Measures the percentage of scientific papers published by faculty members.
2. Indicator: (Number of papers published by faculty / Total number of faculty members) × 100%
Percentage of Research-Focused Workshops
1. Description: Measures the percentage of workshops organized by the center to enhance research skills.
2. Indicator: (Number of research workshops / Total number of workshops) × 100%
15. Review and Evaluation
The center encourages all users to provide feedback on their experience using its facilities. This serves as an evaluation tool to identify areas for development and improvement through periodic satisfaction surveys tailored to the center’s activities.
16. Conclusion
This procedural guide serves as a comprehensive reference for the Engineering and Applied Sciences Research Center at Majmaah University. It outlines the policies and procedures necessary to ensure quality performance, regulatory compliance, and efficient resource management.
Achieving these goals requires the cooperation and commitment of all involved. We hope this guide contributes to enhancing research and innovation across all center activities.
To keep this guide dynamic and effective, we urge all staff and researchers to submit their suggestions and feedback to improve it and ensure the highest standards of performance are met. Together, we can continue progressing and excelling in scientific research to fulfill our mission of serving the nation and society.

Annex 17

Picture No. (1)

Operational Procedures and Policy Manual

Overview:

Message from the Director of the Center for Engineering Research and Applied Sciences

2. Policies and Procedures

3. Facility Usage Policies

4. Acknowledgment in Research Outputs:

5. Collaboration Policies and Partnership Management:

6. Research Project Management

7. Student Research Competitions, Seminars, and Scientific Workshops:

8. Quality Tools and Standards :

Compliance and Risk Management Framework:

Table 1: Risk Analysis and Control Procedures

11. Resource Management

11.1 Management of Consumables

11.2 Waste Management

11.3 Lending System Management

12. General Safety Policies

13. Emergency Procedures and Evacuation

13.1 Emergency Procedures

13.2 Risk Control Procedures

13.3 Documentation and Reporting

13.4 Evacuation Plans

14. Key Performance Indicators (KPIs)

15. Review and Evaluation

16. Conclusion