HUMAN RESOURCE management GUIDELINE

MAY 1, 2025
Mattu University, Ethiopia
TABLE OF CONTENTS

Contents
Page
TABLE OF CONTENTS.........................................................................................................i
Preamble................................................................................................................................16
PART I: GENERAL PROVISIONS...................................................................................17
Article 1: Short Title........................................................................................................17
Article 2: Definitions………………………………...………..…………………………….17

Article 3: Scope of application.........................................................................................18

Article 4: Gender expression...........................................................................................18
Article 5: Authority and Responsibilities within the university....................................18
Article 6: Delegation of Authority...................................................................................19
PART II: PURPOSE, OBJECTIVE, AND OBLIGATIONS...............................................19
Article 7: The Objectives of the directives......................................................................19
Article 8: Obligations of the University..........................................................................19
Article 9: Obligations of the Employee............................................................................20
Article 10: Human Resource Planning.........................................................................20
PART III: RECRUITMENT, SELECTION, AND PLACEMENT.....................................20
Article 11: General...........................................................................................................21
Article 12: Classification of Jobs....................................................................................21
Article 13: Employment of Academic Staff, Research Staff, Academic Technical
Assistant staff and Administrative Staff.................................................................21
Article 14: Procedures for Promotions for full-time academic staff.............................24
PART IV: PROCEDURE OF EMPLOYMENT, PROMOTION AND TRANSFER OF
NON- ACADEMIC STAFF........................................................................................25
Article 15: Procedure for Filling Vacancies....................................................................25
Article 16: Posting Vacancy.............................................................................................26
Article 17: Internal Recruitment......................................................................................26
Article 18: Screening of External Applicants.................................................................26
Article 19: Selection Committee.....................................................................................26
Article 20: Interview Process..........................................................................................27
Article 21: Background Check........................................................................................27
Article 22: Issuance of Letter of Offer............................................................................27
Article 23: Compliance Requirements............................................................................27
Article 24: Letter of Employment....................................................................................28
Article 25: Contract of Employment...............................................................................28
Article 26: Orientation.....................................................................................................28
Article 27: Job Descriptions............................................................................................28
Article 28: Personnel Records.........................................................................................29
PART V: HUMAN RESOURCE POLICIES AND CODE OF CONDUCT......................29
Article 31: Work Hours....................................................................................................29
Article 32: Employment Injury.......................................................................................30

i
 Article 34: Affirmative Actions.......................................................................................30
Article 35: Equal Employment Opportunity (EEO).......................................................31
Article 36: Human resource m a n a g e m e n t planning................................................31
Article 37: Performance Appraisal................................................................................31
Article 38: Employee Code of Conduct..........................................................................31
PART VI: TRAINING, DEVELOPMENT AND PERFORMANCE MANAGEMENT. . .33
Article 39: Training..........................................................................................................33
Article 40: Performance Management.............................................................................34
Article 41: Performance Evaluation.................................................................................34
PART VII: TYPES OF LEAVES.........................................................................................34
Article 42: Annual Leave for non-academic staff...........................................................34
Article 43: Duration of annual leave for Administrative and academic staff.................34
Article 44: Granting Annual Leave for Administrative staff..........................................35
Article 45: Postponement of Annual Leave......................................................................1
Article 46: Maternity Leave.............................................................................................1
Article 47: Paternity Leave................................................................................................2
Article 48: Sick Leave for Both Academic and Non-academic Staffs...............................2
Article 49: Leave for Personal Matters.............................................................................2
Article 50: Study Leave.....................................................................................................2
Article 51: Research Leave................................................................................................4
Article 52: Sabbatical Leave..............................................................................................5
Article 53: Other Leaves....................................................................................................7
PART VIII: DISCIPLINARY MEASURES AND GRIEVANCE HANDLING.............8
Article 55: Grievance Handling Procedure.......................................................................8
Article 56: Duties of the Grievance Handling Committee.................................................9
PART IX: TERMINATION OF EMPLOYMENT RELATIONS.........................................9
Article 57: General.............................................................................................................9
Part X: Miscellaneous Provisions..........................................................................................12
Article 58: Retention of Documents...............................................................................12
Article 59: Amendment of this directive.......................................................................13
Article 60: Effective Date..............................................................................................13

ii
Preamble

Mattu University (MaU) is a third-generation public institution in Ethiopia, founded in 2011 in a

region rich with untapped natural resources, following the Regulation of the House of Ministers
No. 238/2011. The university was established to address the growing demand for highly skilled
professionals in the country. Located in Mettu town, in the southwestern part of Ethiopia’s
Oromia Regional State, MaU is approximately 600 kilometers from Addis Ababa, the capital.
The university is a boarding institution by nature equipped with the necessary facilities and
infrastructure to support its various activities. It is an integral part of Ethiopia's broader initiative
to improve and expand its higher education system, making education more accessible to a larger
portion of the population. The university plays a crucial role in supporting Ethiopia's educational
and economic progress.
The university offers a wide array of undergraduate and graduate programs in fields such as
natural sciences, engineering, social sciences, business, health sciences, agriculture and
education. Its mission is to provide a well-rounded educational experience that not only
emphasizes on teaching-learning but also focuses on the development of practical skills. The
institution’s diverse academic offerings are designed to equip students with the tools needed to
tackle challenges in Ethiopia and the global community, while promoting research and
innovation.

Mattu University is emerging as a center for innovation and knowledge creation. It prioritizes
research in fields crucial to the country’s development, such as agriculture, technology, health,
and environmental sustainability. The university encourages both faculty and students to engage
in applied research that can make a tangible difference in society. As a result, it is gaining
recognition as a center of excellence in research and innovation within Ethiopia and beyond.

Besides, the University plays an important role in the social and cultural development of the
region through outreach programs, community development initiatives, and collaborations with
local organizations. By focusing on education, empowerment, and sustainable development, the
university contributes significantly to the transformation of the local community and supports
country’s broader development goals.

In these regards, to better manage and administer the human resources of the University (both
academic and non-academic staff), a comprehensive document of human resources management
is vital. The university’s mission and vision can only be fully realized when there are clear
regulations that manage the administration process effectively and among these human resource
management directive is the prominent one. Rules and regulations about human resources
management helps the university to better manage, govern and administer the human resources
for better performance. Therefore, this “Human resources management directive” helps to create
a productive, equitable, and supportive environment for both academic and non-academic staff
and students.

PART I: GENERAL PROVISIONS

Article 1: Short Title

This directive may be cited as the ‘Human Resource Management Guideline “of Mattu
University.’
Article 2: Definitions

In this directive, unless the context requires otherwise:

2.1. Appointment shall mean the employment assignment of a person /staff based on merit
without formal recruitment and selection process.
2.2. Conditions of work means the entire relations between workers and employers and shall
also include hours of work, salary, leave, payments due to dismissal, workers' health and
safety, compensation to victims of employment injury, dismissal because of redundancy,
disciplinary procedure and any other similar matters
2.3. Demotion shall mean administrative measure by which an employee is assigned from
job of higher grade to job of lower grade. It excludes downward job reclassification as the
result of job regarding.
2.4. Disciplinary measure means a penalty imposed on a staff for a misbehavior in violation
of this directive or other relevant laws.
2.5. Promotion shall mean the advancement of a staff from a lower grade role to a higher-
grade role within the University job grading system.
2.6. Position means a set of duties and responsibilities assigned by a competent authority to be
performed by a staff.
2.7. Redeployment means assigning a worker to a similar position of an equal grade or to a
higher grade or to a lower grade where the employee so agrees.
2.8. Responsibility Center means a decision-making Center in the University. ’
2.9. Salary shall mean the employee's earnings from employment with the University before
deduction of income tax, and other deductions, but excluding overtime pay, allowances or
other bonus payments for any period.
2.10. Staff means a person who has an employment relationship with MaU.
22.1. Definitions formulated under the Higher Education Proclamation 1152/2019, Harmonized
Academic Policy of Ethiopian Public Higher Education Institutions, 2013, Directive for
Academic Staff Promotion” directive number AR01/2020 and the Senate Legislation shall
apply to this directive as well.

Article 3: Scope of application

3.1. Unless clearly stated otherwise, all provisions in this document shall apply to all staff of the
University.
3.2. Those staff hired on a retention basis or as consultants shall be governed by their respective
contractual agreements.
Article 4: Gender expression

4.1. The gender form used in the Male in this document shall also serve for Female.
Article 5: Authority and Responsibilities within the university

13.1. The University Board

The Board shall have the following responsibilities in relation to human resources management:

5.1.1. Approves Promotion of academic staff to the rank of professorship.

5.1.2. Approves appropriate salary scale, allowances, and benefits for the staff.
5.1.3. Approves service extension of an academic staff who attained retirement age by law.
5.1.4. Approves organizational structure and staffing plan of the University.
5.1.5. Shall also have additional responsibilities that may be specified by relevant laws.

13.2. The University president

The President of Mattu University shall have Human Resource Management responsibilities as
specified under Proclamation No. 1152/2019 including the following specific responsibilities.
5.1.6. Devises strategies for efficient and right sized human capital.
5.1.7. Ensuring that the system and structure developed is functioning well.
5.1.8. Approves employment of full professors and directors or similar positions.
5.1.9. Approves annual human resource recruitment plan.
5.1.10. Approves newly created positions.
5.1.11. Approves any changes in working hours.
5.1.12. Approves staff training and development abroad.
5.1.13. Approves employment termination of a n e m p l o y e e pertaining disciplinary
measures.
5.1.14. Approves more than one year leave without pay.
5.1.15. Develops internal rules and procedures for university wide administration.
5.1.16. Ensures that timely, relevant and reliable human resource information is Prepared and
disseminated.
5.1.17. Ensures that this guideline, related policies, manuals and procedures are complied with by
all university organs.
5.1.18. Shall also have additional responsibilities that may be specified by relevant laws.
Article 6: Delegation of Authority

6.1. The one acting under delegation shall be responsible for the underperformed acts. The
Responsibility lies also with the person giving the delegation.
6.2. Delegation shall be undertaken whenever the need to delegate arises.
6.3. Delegation should always be in writing and copied to all relevant departments.
PART II: PURPOSE, OBJECTIVE, AND OBLIGATIONS

Article 7: The Objectives of the directives

The objectives of the guideline are as stated below:

7.1. To help MaU attract, retain and effectively utilize its human capital for sustainable
competitive advantage.
7.2. To make effective use of human resources in the University.
7.3. To use human capital as a source of competitive advantage.
Article 8: Obligations of the University

7.4. The University shall provide work for the staff in accordance with the job descriptions.
7.5. The University shall provide the staff with the necessary facilities and equipment to
enable him to discharge his duties and responsibilities timely.
7.6. The University shall pay salary and other benefits to the staff following the rules and
regulations of the University.
7.7. Create a suitable and safe working environment.
Article 9: Obligations of the Employee

Without prejudice to obligations stipulated in a contract of employment and job descriptions,

every staff shall have the following obligations:
9.1. To render service to the University with a full-time engagement and shall devote his full
time, knowledge, skill, and energy.
9.2. To obey instructions given to him by the immediate supervisor.
9.3. To handle with due care all equipment and tools entrusted to him for work.
9.4. To report to work in fit mental and physical conditions and proper and acceptable attire.
9.5. To create and maintain harmonious, cooperative, and positive working relationships with
colleagues, immediate managers, and subordinates.
9.6. To adhere to professional standards of MaU and its organs.
Article 10: Human Resource Planning

9.7. The purpose of human resource planning shall be to forecast the staffing requirement of
MAU for achieving the strategic objectives of the university; to take actions necessary for
availing the required human resource, in type and number; and for developing and properly
utilizing the same, and for reviewing the results, from time to time to make improvements
thereof.
9.8. Human resource planning is an exercise to be performed every year by managers of all
work units at MaU.
9.9. The Human resource planning including strategic and operational plans are parts of the
planning process of MaU.
9.10. Detailed staff career development must be planned by each department and consolidated at
the University level.
9.11. Department heads shall provide support for each staff for career development.
PART III: RECRUITMENT, SELECTION, AND PLACEMENT

Article 11: General

11.1. Staff shall be selected, promoted, and retained based on merit and fitness and all necessary
care shall be taken to fill vacancies with persons having the requisite integrity,
qualifications, experience, and competence.
11.2. Selection and recruitment shall be made without prejudice to ethnic origin, sex, religion or
any other ground.
11.3. A vacant post shall be filled through competition by announcing the vacancy internally
and/or externally.
11.4. The respective Recruitment Committee at Responsibility center shall select appropriate
candidates among applicants based on defined criteria determined for each vacancy.
11.5. Notwithstanding the above provisions, staff may be selected, promoted, and retained
based on special agreements or recommendations.
Article 12: Classification of Jobs

12.1. The jobs in Mattu University are categorized into Academic staff, Research staff,
administrative staff, Technical assistant and Health care professionals.
12.1.1. Academic Staff
12.1.2. Research staff
12.1.3. Administrative staff
12.1.4. Technical assistant
12.1.5. Health Professionals
Article 13: Employment of Academic Staff, Research Staff, Academic Technical Assistant
staff and Administrative Staff

12.2. Employment of Academic Staff

13.2.1. When the university plans to recruit academic staff, it shall be done through a clear
advertisement with national reach and coverage (newspaper, television, Internet etc.).
13.2.2. When the university plans to recruit a graduate assistant, and assistant lecturer, the
applicant's age may not be more than 35 years during the time of application.
13.2.3. When the university needs to recruit a lecturer or associate research fellow having
experiences in different fields of study, the age of the applicant may not be more than
45 years during the period of application.
13.2.4. For the university to recruit graduate assistants and assistant lecturer, the cGPA should be
 at least 3.25 for males and 3:00 for females, for disabled applicants and applicants from the
emerging regions there cGPA should be 2.75 and above and the cGPA for medical doctors
(both veterinary and medical doctors) should be at least 3:00 and above.
13.2.5. When the university plans to recruit lecturers or associate research fellows from
outside, the applicant's cGPA should be at least 3.50 for males and 3.35 for females
during master's degree and the cGPA of at least 3.00 for males and 3:00 for females
with thesis result at least very good / B+ and above in their first degree. Assistant
professors without PhD shall be treated by the criteria set for Lecturers.
13.2.6. When the university plans to recruit an Assistant Professor with PhD and above, the
applicant should have a PhD degree or its equivalent in his respective field of study
regardless of his/her first and second degree cGPA and Thesis result.
13.2.7. Depending on the position, the recruitment and selection criteria shall include:
a) For Graduate assistants and assistant lecturers:
Sn. Criteria Weight (%)
1. cGPA 35%

2. Subject matter and English language written exam 35%

3. Interview focusing on teaching profession and 20%

interest
4. Department teachers recommendation 10%

5. Female and disabled candidates shall have 3% of the total score

affirmative action

b) For Lecturer and Assistant professor without PhD:

Sn. Criteria Weight
1. cGPA 30%

2. Subject matter and English language written exam 30%

3. Interview focusing on teaching profession and 10%

interest
4. Demonstration 10%

5. MSs/MA presentation and reflection 20%

6. Female and disabled candidates shall have 3% of the total score

 affirmative action

c) Assistant professors with PhD and above:

Sn. Criteria Weight
1. Subject matter written exam 30%

2. PhD dissertation presentation and reflection 40%

3. Work experience 10%

4. Female and disabled candidates shall have 3% of the total score

affirmative action
13.2.8. Other detailed recruitment eligibility, screening and selection procedures and principles of an
academic staff shall be as per the screening and recruitment criteria presented in the “የከፍተኛ
ትምህርት ተቋማት መምህራን ምልመላና ቅጥር መመሪያ”, 2011.

13.3. Research Staff

13.4. Administrative Staff

13.5. Academic Technical Assistant Staff

13.6. The academic technical assistant recruitment procedure general principles

shall be based on the directive “በመንግስት ከፍተኛ ትምህርት ተቋማት የሀገር ዉስጥ መምህራን
ምልመላ፣ ቅጥርና ልማት መመሪያ ቁጥር 01/2011 ክፍል ሶስት (3.1)”.

13.7. The specific requirements and criteria of recruitment and selection criteria shall be the
following:

a) The minimum qualification level for Academic Technical assistant shall be first (Bachelor)
degree;
b) When the university plans to recruit an academic technical assistant with first (Bachelor) degree
the applicant's age shall not be more than 35 years during the time of application;
c) When the university plans to recruit an academic technical assistant with second degree the
applicant's age shall not be more than 40 years during the time of application;
d) When the university plans to recruit academic technical assistant the applicant's cGPA should
be 3.00 and above for females and 3.25 and above for males for first degree and 3.25 for
females and 3.5 for males for second degree.
 e) The criteria for competition and selection shall be the following:
Sn. Criteria Weight
5. cGPA 40%

6. Field related written exam 30%

7. Field related practical work 20%

8. Field related practical work explanation to the 10%

screening committee
9. Female and disabled candidates shall have 3% of the total score
affirmative action
f) This criteria shall be applied equally to second and third degree candidates;
g) A candidate shall score at least 50% of the field related written exam to seat for field
related practical work.

13.6. The university works on the development of academic and research staff based on the need
of each academic unit.
13.7. The staff development plan for each department must be carefully and implemented
consistently.
13.8. Academic staff, Research staff and technical assistants' employment shall be on contractual
bases and one term the duration shall be determined by the respective contract of
employment.
Article 14: Procedures for Promotions for full-time academic staff

13.8. The academic staff concerned or his lawful agent or, the concerned academic officer
may initiate application or nomination for promotion of a staff.

13.9. The promotion for academic staff, research staff, and theatrical art staff shall follow the
procedures and criteria set in the Harmonized Standard for Academic Staff promotion in
Ethiopian Higher education institutions dated 2013.

13.10. The Promotion for Academic Technical Assistants shall be based on the
 Technical assistants’ promotion directive dated 2015. The specific requirements for
promotion to each technical assistant rank shall be as follows:

13.10.1. Technical Assistant rank

a) An academic technical assistant staff appointed with BA/BSc/1st degree in any field shall
automatically be promoted to the rank of technical assistant.
13.10.2. Promotion to Senior technical assistant rank
a) An academic technical assistant staff worked for four years as a technical assistant (with
BSc/BA degree) and have done practical based research and approved by professional
shall be promoted to the rank of Senior Technical Assistant.
13.10.3. Promotion to Chief technical assistant I rank
a) An academic technical assistant staff worked for two years as a senior technical assistant
(with MSc/MA degree) and have published one laboratory manual and published one
research result in a known journal shall be promoted to the rank of Chief Technical
Assistant I.
13.10.4. Promotion to Chief technical Assistant II rank
a) An academic technical assistant staff worked two years as a chief technical assistant I
(with PhD/third degree) and have published at least two laboratory manuals and
published one research result in a known journal shall be promoted to the rank of Chief
Technical Assistant II.
PART IV: PROCEDURE OF EMPLOYMENT, PROMOTION AND TRANSFER OF
NON- ACADEMIC STAFF

Article 15: Procedure for Filling Vacancies

13.11. Vacancies may be filled through recruitment, promotion, or transfer or

recommendation.

13.12. The Responsibility center shall be responsible for filling the approved positions by
consulting the concerned body.

13.13. Job seekers shall be invited by announcing vacant posts through appropriate media.

13.14. The announcement shall contain the job title, qualifications, educational background,
experience, type of employment, place of work, mode of application, the deadline for
 application, and other necessary information.

13.15. The requesting work unit shall make an initial screening based on educational
qualifications, work experience, or any other relevant parameter and contact the
qualified candidates for interview, for a written/practical exam or both.

13.16. However, if the need arises to fill the vacant post urgently, the Responsibility center
may use shortlist applicants from previously advertised vacancies that can meet the
requirement of the position.

13.17. The successful candidate shall be probationally employed for 90 working days upon
submission of a medical certificate, police clearance, and fulfillment of guarantee
where the job position requires; and clearance letter from the former employer (if any).

Article 16: Posting Vacancy

13.18. The content of the vacancy posting must be based on the approved job descriptions.

13.19. For external recruitment, Human Resource Management shall advertise the
vacant position through appropriate media of wider circulation.

13.20. Applicants should address their formal request for employment to

appropriate Human resource management.

Article 17: Internal Recruitment

13.21. For internal recruitment, job vacancies shall be advertised at the main campus,
Mattu University website, and at academic units.

13.22. Vacant posts shall be filled with qualified candidates.

13.23. An employee may apply if he meets the following eligibility requirements:

13.23.1. Has completed his probationary period.

13.23.2. Has earned at least an average performance rating.
13.23.3. Has been no written warning in his file in the last two years.
13.23.4. Scored competency test result of at least 50%.

Article 18: Screening of External Applicants

13.24. All applications for vacancies shall be received by Human Resource
Management.

13.25. The Responsibility center shall shortlist applicants by designing objective

criteria.

13.26. The Responsibility Center shall invite the short-listed candidate/s for next step
of the recruitment process.

Article 19: Selection Committee

13.27. A three-person selection committee shall be established at each Responsibility

center for the selection of appropriate candidates.

13.28. The work unit head concerned shall be the chairperson of the committee; and
the human resource manager as a member; and another human resource personnel shall
serve as a member and secretary.

13.29. The final authority to approve employment shall rest upon the vice president.
However, the vice president may delegate his authority to lower units.

Article 20: Interview Process

13.30. The Competency and human resources management executive office shall
coordinate the interview process. It shall as well is responsible for developing an
interview format

13.31. For an interview, all selection committee members should be present.

13.32. The selection of a candidate is based on the results (score).

Article 21: Background Check

13.33. Once an affirmative decision is made on a particular candidate, whenever

appropriate, Background check shall be undertaken.

13.34. Background checks can be verbal or written. References indicated by the

candidate may require to answer questions on the candidate's performance and
suitability.
Article 22: Issuance of Letter of Offer

13.35. Once the candidate proved acceptable, an offer of letter shall be extended
thereto.

13.36. The offer letter shall state a specified date within which the offer shall remain
open.

13.37. If the candidate doesn't accept the offer within the specified period, the
Responsibility center shall have the right to withdraw the offer and submit another offer
to the potential candidate.

Article 23: Compliance Requirements

23.1. Once the candidate has accepted the offer, a medical certificate and police clearance are
required before the candidate commences engagement.
Article 24: Letter of Employment

13.38. After fulfilling the formalities of employment, the selected candidate shall be
issued with a letter of employment notifying him of his probational employment for the
specified probationary period.

13.39. The purpose of probation shall be to enable the university determine the
suitability and competence of a candidate to the post he is anticipated to assume.

13.40. Where the candidate on probation period proved unfit by registering below the
average performance result, he shall be terminated without any further procedure.

13.41. Where the candidate on probation is absent from work due to force majeure
for a period of less than one month, the performance evaluation shall cover only the
period in which he was present at work.

13.42. The letter of employment shall specify the name, position, job grade, place of
work, date of employment, salary, and employee fringe benefits, if any.

13.43. Unless otherwise provided in this directive, staff on probation period shall the
same rights as other staff.
13.44. A letter of employment shall be issued if the employee in the probation period
demonstrates acceptance performance appraisal results.

Article 25: Contract of Employment

25.1. Any selected employee of the University shall sign a contract of employment that shall
contain at least, position title, type of employment and duration, remuneration, date of
employment, and place of work.

Article 26: Orientation

26.1. Upon the arrival of new staff, the Department may give orientations and inductions to the
employee.
Article 27: Job Descriptions

13.45. The University Competency and human resources management executive office shall
provide standard job descriptions; which indicate job summary, duties, responsibilities,
competences etc. of the job for all newly recruited staff.

Article 28: Personnel Records

13.46. The Human Resource Management department shall be responsible for

maintaining personal records of the staff.

13.47. Other Responsibility centers shall also maintain relevant personal records for
each staff.

13.48. Personnel records shall be confidential to be accessed with the authorization

of the Human Resource Management and/or Head of the Responsibility Center.

Article 29: Other relevant documents

13.49. It is prohibited to keep any document in the personal records of an employee

without his knowledge.

13.50. A staff should report any changes such as address, phone number, educational
status, training, marital status, and others to Human Resource Management or Head of
Responsibility Center by attaching relevant documents.
Article 30: Staff Transfer with in the university

13.51. A temporary transfer of an employee may be arranged to cover a temporary

staff shortage as deemed necessary.

13.52. Whenever necessary, the University may transfer a staff from one position to
another or from one place to another within the same job grade and benefits.

13.53. A staff who wants to be transferred may submit his transfer may submit his
request to the Human Resource Management. However, the decision rests with the
relevant authority.

PART V: HUMAN RESOURCE POLICIES AND CODE OF CONDUCT

Article 31: Work Hours

13.54. All staff are expected to work 8 hours a day for 39 hours per week.

13.55. The normal hours of work shall be [Link] 12 AM to 1: 5:00 PM Monday

through Thursday and 8:00-11:30 AM to 1: -5:00 PM Friday with a one and half hour.

13.56. Changes in these hours shall be made in instances where the project or
operational efficiency shall be increased by hours other than those stated above.

13.57. Any changes in working hours must be authorized by the President.

13.58. All public holidays (in Ethiopia) designated by law shall be observed.
However, staff may be required to work on public holidays when special or emergencies
are demanded. In such cases, all non-managerial staff shall be compensated with time
off, or paid overtime.

13.59. Working remotely may be permitted for professional staff and no/little
interaction with clear deliveries of the staff.

13.60. When circumstances dictate and consider the nature of the services, the
university management may implement flexible working hour arrangements.

Article 32: Employment Injury

13.61. To assist in providing a safe and healthy working environment, all staff are
expected to obey safety rules and exercise caution in all work activities.

13.62. A staff must immediately report to their immediate officer.

13.63. A staff who violates safety standards, causes hazardous situations, or fails to
report may be subject to disciplinary action, up to and including termination of
employment.

13.64. In the case of an accident that results in injury, regardless of how

insignificant the injury may appear, staff should immediately notify their immediate
officer.

Article 33: Occupational Disease Exposure Prevention Plan

13.65. MaU shall make every feasible effort to provide a safe and clean environment for staff,
including minimizing the spread of communicable diseases such as TB or influenza in
the workplace.

Article 34: Affirmative Actions

13.66. It is the policy of MaU and its Responsibility centers to take affirmative
actions in the development and implementation of affirmative actions that enable the
minority, disability, and other disadvantaged groups to assume responsible positions at
all levels.

13.67. MaU may design staff development programs for assisting the above-
mentioned members of the community to build their capacity.

Article 35: Equal Employment Opportunity (EEO)

13.68. Mattu University shall be an employer of equal opportunity.

Article 36: Human resource m a n a g e m e n t planning

13.69. The competency and human resources management executive office of the University
shall work on human resource management based on its short, medium, and long-term
plans.
 Article 37: Performance Appraisal

13.70. MaU shall make use of a performance appraisal system to measure staff
productivity and efficiency with a view of identifying development needs and
administrative measures. In this regard, the performance appraisal shall be performed
following “…….” Guideline of the university.

Article 38: Employee Code of Conduct

13.71. General

No academic and non-academic staff shall participate in the selection, award, or

administration of a contract if a real or apparent conflict of interest is involved.

13.72. Personal Conduct

MaU expects its staff to maintain a high standard of conduct and work performance to make sure the
University maintains its good reputation with its stakeholders.

13.73. Dressing Code Policy

As a minimum standard, staff dress should be presentable and acceptable.

13.74. Open Communication Policy

All units of MaU employ shall have an open-door policy to discuss any issues of concern by staff.

13.75. Private Phone Call Policy

It is required that private phone calls shall be kept to minimum levels during working hours. No staff
may conduct telephone calls while at work.

13.76. Internet Use

13.76.1. Internet provided by the MaU is meant for duty purposes. However, limited private
use of the Internet for social media may be permitted provided that private use does not
interfere with a person's work and does not access inappropriate sites.
13.76.2. It would not violate privacy if management accesses the system to see to it that private
use is excessive or inappropriate.

13.77. E-mail Policy

To protect the University and its staff from the adverse effects of the misuse of email, the following
instructions are handed down for all users.
13.77.1. No material that is defamatory, in breach of copyright or business confidentiality, or
prejudicial to the good standing of the MaU community or to its relationship with staff,
clients and any other stakeholders with whom it has a relationship shall be sent.
13.77.2. The email records of other persons are not to be accessed except by management
ensuring compliance with this policy.
13.77.3. When using an email, a person must not pretend to be another person or use another
person's computer without permission.
13.77.4. Excessive private use, including mass emailing such as “reply to all” that are not part
of the person's duties, is not permitted.
13.77.5. Failure to comply with these instructions is a performance improvement fault and may
entail disciplinary measures.

13.78. Employee Suggestions

Management encourages all staff to bring forward their suggestions and good ideas about how the
University can be made a better place to work, its services improved, and its service to
beneficiaries enhanced. For this purpose, suggestion boxes may be placed in appropriate
locations.

13.79. Off Campus Private Engagement

No employee shall take employment outside his regular duties with MaU that shall in any way conflict
with or impair the performance of his work with the University.

13.80. Confidential Information

Upon accepting employment with MaU, an employee may be asked to sign a Confidentiality
Agreement, which generally provides that he may not divulge or use any University confidential
information, which he obtained in the course of his employment.

13.81. Reemployment

13.81.1. MaU may reemploy its former staff if there are good reasons to do so.
13.81.2. Former staff whose employment is terminated due to disciplinary actions shall not be
 reemployed.
13.81.3. Former academic staff who have been detached from teaching/research for more than
five years may not be reemployed by the University as academic staff.
13.81.4. Reemployment of former faculty or administrative staff is competitive.

13.82. Reinstatement

Staff reinstatement rules and procedures shall be governed by “የመቱ ዩኒቨርሲቲ የትምህርት እድል
አስተዳዳር መመሪያ”. An academic staff on study leave for Master’s degree will never reinstate.

13.83. Employee Satisfaction Survey

It is the policy of MaU to conduct staff satisfaction level annually and take appropriate actions towards
improving its human resource management practices
PART VI: TRAINING, DEVELOPMENT AND PERFORMANCE MANAGEMENT

Article 39: Training

13.84. To help clearly and effectively discharge the mission of MaU, staff training and
development is essential.

13.85. To realize MaU's strategic objective of becoming a top world-class University, the
University believes that creating a highly skilled, professional, customer- oriented and
compliant staff through continuous learning and development is mandatory.

13.86. To support the smooth implementation of the above initiatives, the University shall
prepare different staff capacity building packages

13.87. Staff training and development shall be linked to the Performance Management
Systems.

13.88. The University encourages staff training and development and is committed to aiding
and resources allowing staff to develop and grow.

13.89. The effectiveness of Training must be periodically evaluated by the Competency and
Human Resource Management executive office.

Article 40: Performance Management

13.1. The objective of the staff performance management shall be to evaluate execution
capacities of staff, to identify and discuss work standards and requirements, and assess
training and other development needs.

13.2. Staff performance evaluation shall be done to assess a staffs progress towards achieving
predetermined goals.

Article 41: Performance Evaluation

13.3. Performance evaluation format for academic and administrative staff for the various
positions and tasks shall be developed and annexed to this directive. It shall be an
integral part of this directive.

PART VII: TYPES OF LEAVES

Article 42: Annual Leave for non-academic staff

13.1. The purpose of annual shall be to enable a staff get paid rest annually and resume work
with renewed strength thereafter.

13.2. A staff shall not be entitled to annual leave before serving for 11 months.

Article 43: Duration of annual leave for Administrative and academic staff

13.3. A staff shall be entitled to annual leave of 20 working days for his first year of service.

13.4. A staff having more than a year shall be entitled to additional leave of one working day
for every additional year of service; provided however that the duration of annual leave
shall not exceed 30 working days.

13.5. For staff transferred from another institution, previous service rendered shall be
considered for the application of sub article 2 of this article.

13.6. Notwithstanding the provisions of sub articles of this article, academic staff other than
academic officers shall not be entitled to annual leave. Their annual leave shall be the
summer recess (i.e., July and August every year).

13.7. However, whenever circumstances warrant, for academic staff to work during summer
recess, they shall be duly remunerated.
Article 44: Granting Annual Leave for Administrative staff

13.8. Annual leave shall be granted within the budget year in accordance with the yearly plan
prepared and made known by the staff based on due consideration of the interest of the
university, and as much as possible the preference of each staff.

13.9. A staff shall be entitled to advance payment of his salary at the time of taking his annual
leave.
Article 45: Postponement of Annual Leave

13.10. Notwithstanding the provisions of article 63 of this guideline, the head of a work unit
may authorize the postponement of annual leave for two budget years where the unit
due to compelling reasons, is unable to grant a staff annual leave within the same
budget year provided however that the accumulated leave shall be granted to the staff in
the third budget year.

13.11. A staff whose annual leave has been postponed for two years in accordance with sub
article 1 of this article may claim payment and the university shall affect payment for
the first year of the accumulated annual leave.

13.12. Whenever payment is to be made to a staff in lieu of accumulated annual leave, his
daily salary shall be calculated by dividing his monthly gross salary by 30 days.

Article 46: Maternity Leave

13.13. A pregnant staff member shall be entitled to:

a. Paid leave for medical examinations in accordance with physician's recommendation.

b. A period of 30 days of prenatal leave preceding the presumed date of her confinement and a
period of 90 consecutive days after her confinement.

13.14. If the pregnant staff delivers before the expiry of the prenatal leave, the unutilized
prenatal leave shall be granted after confinement.

13.15. If the pregnant staff does not deliver on the presumed date, the days
subsequently taken before her confinement shall be replaced by the annual leave, she is
entitled to within the budget year or that of the following budget year if no annual leave
is left.

13.16. If a staff who encounters a miscarriage of no less than six months pregnancy
prior to her prenatal leave shall be entitled to 60 days post confinement leaves if the
miscarriage is verified by a medical certificate.

13.17. If a staff member on prenatal leave encounters a miscarriage of pregnancy her

prenatal leave shall terminate, and she shall be entitled to 90 days post confinement
 leave.

13.18. A staff who encounters miscarriage of three to six months of pregnancy shall
be granted 30 days leave if the miscarriage is verified by medical certificate.

Article 47: Paternity Leave

A staff shall be entitled to a paternity leave with pay of 7 working days at a time of his partner's
delivery. Valid evidence may be demanded.
Article 48: Sick Leave for Both Academic and Non-academic Staffs

13.19. A staff shall be entitled to sick leave with pay where he is unable to render
service due to sickness.

13.20. The duration of sick leave to be granted to a staff member who has completed
his probation period shall not exceed four months a year full pay and two months with half
pay consecutively starting from the first day of his sickness.

13.21. Where a staff is absent from duty due to sickness:

a. He shall as soon as possible notify its unit unless prevented by force majeure. For academic
staffs, the notification shall be as per Academic Staff Handbook, 2025, Article 18.
b. He shall produce a medical certificate.

13.22. For the purposes of this article, medical certificate shall mean a certificate
issued by duly licensed private or public health facility or where such certificate is
acquired from abroad, it should be verified by an authorized organ.

Article 49: Leave for Personal Matters

49.1. A staff shall be entitled to leave with pay for personal matters such as weddings,
mourning and examinations for three working days where:
a. He/she concludes marriage or
b. His/her spouse, descendant, ascendant, brother, sister, uncle, aunt, relatives whether by
consanguinity or affinity dies.
Article 50: Study Leave
13.23. Any Academic Staff who is awarded fellowship through the University or who
can provide satisfactory evidence regarding an opportunity for a reasonably funded
scholarship in a reputable University leading to a higher degree in a particular field of
specialization may be granted a study leave provided that it is in line with the staff
development plan worked out by the respective Academic Unit and approved at the
university level.

13.24. For all Academic Staff, the leave provided in this Article may be taken only
after a staff member has served for a minimum of two years following employment or
reinstatement after study leave.

13.25. However, under special circumstances, Graduate Assistants can be granted

study leave in a shorter time frame. Such special circumstances include the following:

13.25.1. The Academic Unit to which such a Graduate Assistant belongs has a great shortage
of qualified Academic Staff, and it has been decided a priori that the Graduate Assistant
would be granted a study leave in a shorter time frame.
13.25.2. The condition in 71.3.1. above is in line with the staff development plan of the
University and approved by SAC.

13.26. Payment of salaries to staff members on study leave shall be governed by the
applicable Government policy during the tenure of the leave.

13.27. A staff member who is on study leave shall keep the University informed via
semester and annual reports for in country and abroad, respectively, starting from the
end of the first semester/year of leave. These regular reports shall in all cases be
endorsed by the appropriate academic advisor(s) or major Professor of the staff member
in the University or College. Failure to submit such reports may result in the
discontinuation of payment of salary that may be due or other appropriate actions.

13.28. An Academic Staff who, for acceptable reasons, cannot complete the required
studies within the originally granted period of absence has to formally request the
University for an extension of leave. Such an extension shall be limited to a maximum
period of one year for those pursuing M.A./[Link]/LL.M. degrees and a maximum of two
years for those studying for PhD degree. However, the salary payment during study
 leave shall be based on the rules and regulations of the Government. While extension
due to enrollment into a higher degree is not normally desired, extension may be granted
upon the recommendation of the SC/DC and the approval of ARTTCSVP.

13.29. The University reserves the right to claim damages from staff members who
fail to return to their respective duties within the periods of time specified in the
agreement made between the Academic Staff and the University.

13.30. A staff member who fails to return to the University to resume required duties
within the periods of time specified in this Article or fails to complete required studies
due to incompetence or for unjustified reasons shall lose standing with the University.
In the event of employment, the case shall be handled as though it were employment of
first instance and services rendered to the University prior to the award of the study
leave shall not count towards any benefits that may accrue.

Article 51: Research Leave

13.31. A full-time Academic Staff member who has served in the University for a
minimum of four consecutive/uninterrupted years is entitled to research leave for a
maximum period of six months with pay provided the applicant has not taken any other
academic leave during the four years preceding the anticipated starting date of the leave
sought.

13.32. A Staff member requesting research leave under this Article shall present a
specialized program of study or research to improve scholarly capabilities to the
respective Academic Unit. In certain cases, such a leave could be a study leading to
certificate, diploma or higher degree.

13.33. The applicant is required to continue rendering services to the University for a
minimum of one year upon completion of the leave. Failure to comply with the
undertaking shall entitle the University to claim the salaries paid to the staff during the
leave period plus damages.

13.34. Application for research leave shall be submitted by the staff member to the
appropriate Head of Academic Unit three months in advance of the start of the leave.
13.35. The Head shall convene the SC/DC on and decide on the application of the
Academic Staff. The decision of the SC/DC shall be sent to the ARTTCSVP. The
ARTTCSVP, in consultation with the ASAC, shall grant the leave unless it is
determined that the teaching need of the academic unit cannot be met if the leave is
granted for the period sought in which event the leave is to be granted within a period of
one year.

13.36. Research leaves provided in this Article shall be granted with full pay and
benefits.

13.37. Research leave may be extended without pay for a period not exceeding six
months on the condition that:

13.37.1. The academic Unit confirms that such extension will not seriously impede
its academic or research programs.
13.37.2. The staff member concerned produces satisfactory evidence that the leave
is necessary to complete the on-going piece of research, the output of which is expected to
enhance knowledge and improve the teaching and research skills of the individual staff
member.
Article 52: Sabbatical Leave

13.38. A full-time Academic Staff member holding Assistant Professor academic

rank who has served the University continuously for a period of seven uninterrupted
years and intends to continue association with the University for at least two years is
entitled to a sabbatical leave, as of right and with full pay, for a period of a year in
accordance with the following conditions:

13.38.1. A staff member requesting for sabbatical leave under this Article shall present to the
respective Academic Unit a program of study or research related to a particular area of
specialization for scholarly development. In certain cases such a leave could be a study
leave leading to certificate, diploma or higher degree, consultancy, employment,
community development work and etc.
13.38.2. The staff member shall be required to issue an undertaking to continue his
association with the University for an indefinite period after the leave. Failure to comply
 with the undertaking shall entitle the University to claim the salaries paid to the staff and
other benefits during the leave period plus damages.
13.38.3. A request for sabbatical leave cannot be entertained if the person forwarding the
request is already past retirement age as determined by law.
13.38.4. A staff member who has served as an academic administrator for at least six years is
entitled to sabbatical leave at the end of six years of uninterrupted service to the
University.

13.39. Application for sabbatical leave shall be submitted by the staff member to their
respective Academic Unit Head six months in advance of the start of the leave. But such
an intention should not necessarily be considered a final application for a leave, which
should be submitted at least two months before the intended departure.

13.40. The Head shall convene the SC/DC and decide on the application for the
Academic Staff. The department shall ensure that the normal function of teaching and
research will not be adversely affected by the departure of the staff member in question.

13.41. The decision of the SC/DC shall be sent to the ASAC for final approval,
unless it is determined that the teaching needs of the academic unit cannot be met if the
leave is granted for the period sought in which event the leave is to be granted within a
period of one year.

13.42. Academic Staff may apply for an unpaid leave of absence for a maximum
period of one year contiguous to their sabbatical leave if they can demonstrate to the
satisfaction of their academic unit and the University that returning to full time duty
would seriously prejudice the completion of work on which they had spent the full
length of their sabbatical. This additional leave of absence can be granted only if the
academic unit determines that teaching activities in the unit would not be compromised
and the right of other staff member for leave would not be jeopardized by the granting of
the leave. Such a determination should be endorsed by the SC/DC. The ARTTCSVP, in
consultation with ASAC, shall approve the decision of the SC/DC before the extension
is granted.

13.43. An Academic Staff who is granted sabbatical leave shall be required to sign an
 undertaking to continue services to the University for a minimum period of two years
after the completion of the leave. Failure to comply with the undertaking shall entitle the
University to claim the salaries that were paid during the leave plus any other damages.

13.44. A beneficiary of a sabbatical leave shall upon completion of the leave, submit
a report detailing experiences and/or accomplishments to the respective academic unit.
Such a report should be in line with the original proposal for leave. Failure to do this will
be considered as a serious breach of duty.

Article 53: Other Leaves

13.45. An Academic Staff member who has served the University for more than one
year shall be granted sick leave with full pay for three months and an additional six
months of leave with half pay in the event of protracted illness within a given year.
However, such sick leave should not exceed 16 months in four years’ time. In either
case, the leave shall be granted only where the staff member produces proof from a
recognized medical institution that such a leave is medically required.

13.46. A University-employed spouse of an Academic Staff member who is on a

study leave may be granted leave of absence without pay for a maximum period of one
year to be in the company of the latter provided that the study leave is at least two years
long and that the University unit for which the spouse works confirms that the granting
of such a leave would not cause a serious disruption of its normal functioning. However,
such leaves should not contravene with agreements entered with the University.

13.47. Occasional leaves including those to attend seminars, workshops, symposia,

short courses, etc. may be granted with full pay for a period not exceeding a total of 30
calendar days continuously in one semester. If such leaves are required for longer than
one month in a semester the following conditions must be met:

13.47.1. The teaching assignment of the Academic Staff can be covered by another staff.
13.47.2. The training is relevant to the professional development of the Academic Staff and
the capacity building of the University.
13.47.3. The Academic Staff are willing to compensate for such leave by taking assignment
during the long vacation period.
 13.47.4. The maximum duration of such a leave should not be more than 3 months in one
academic year and cannot be granted in consecutive years.
13.47.5. Such leave of absence must be approved and endorsed by SC/DC, and any leave
longer than one month at a time should be approved by the ARTTCSVP.

13.48. A full time Academic Staff may be granted leave without pay for a maximum
period of two years without extension provided that the following conditions are
fulfilled:

13.48.1. The staff member applying for the unpaid leave of absence had not benefited from a
study leave or a sabbatical leave during the three years prior to applying for such a leave.
13.48.2. That the granting of the leave will not seriously disrupt the normal functioning of
academic activities in the academic unit.
13.48.3. The period of time for which the Academic Staff member would be on such a leave shall
not be counted as a period of service to the University.
13.48.4. A staff member eligible for such a leave must have effectively served the University for a
Minimum of five years altogether.
PART VIII: DISCIPLINARY MEASURES AND GRIEVANCE HANDLING

Article 54: Disciplinary Types and Measures for both Academic and Non-Academic Staff

13.49. Disciplinary types and measures for academic and technical staff shall be
governed by “Harmonized Academic Policy of Ethiopian Public Higher Education
Institutions, 2013, article 27-29’’ and Code of Conduct for Mattu University
Academic and Technical Staff Article 7-8.

13.50. Disciplinary types and measures for academic staff shall be governed by
“Harmonized Academic Policy of Ethiopian Public Higher Education Institutions, 2013,
article 27-29’’ and Code of Conduct for Mattu University Academic and Technical
Staff Article 7-8.

Article 55: Grievance Handling Procedure

13.51. To this sub-section, “grievance” means an alleged violation of right or interest

of a staff that could not be resolved through discussion undertaken with the staff is
 immediate supervisor or with the concerned officer and should be addressed through a
formal review procedure.

13.52. Staff grievance handling procedure shall have the following objectives:

a. To provide expeditious remedy for grievances;

b. To rectify mistakes and weaknesses that are causes for grievances;
c. To provide equitable and fair treatment to all staff and thereby promote smooth working
relationships.

13.53. The University or its Responsibility Centers shall establish a grievance

handling committee that conducts grievance inquiry and submits recommendation to the
President or his delegate.

Article 56: Duties of the Grievance Handling Committee

13.54. A grievance handling committee shall have the duty to investigate complaints
lodged by a staff and submit recommendations relating to:

a. Interpretation and implementation of this directives and Senate Legislation;

b. Protection of rights and benefits;
c. Occupational safety and health;
d. Placement, transfer, promotion and other related issues;
e. Performance evaluation issues;
f. Undue influence exerted by immediate supervisors;
g. Simple disciplinary measures taken;
h. Other issues related to conditions of work.
PART IX: TERMINATION OF EMPLOYMENT RELATIONS

Article 57: General

A contract of employment shall only be terminated upon initiation by the employer or staff and in
accordance with the provisions of the law or by the agreement of the parties.

13.55. Termination of contract of Employment by the Operations of the Law contract of

employment shall terminate on the following grounds:
 a. On the completion of the specific task where the contract of employment is for a
specified task; or on the expiry of period where the contract of employment is for specified
period;
b. Up on the death of the staff;

c. Up on the attainment of retirement age of the staff unless retirement is duly extended.

d. When the academic unit ceases operation permanently due to valid reason.

e. When the staff is unable to render service due to partial or total permanent capacity/performance.

f. When he commits heavy disciplinary breach

13.56. Termination of Contract of Employment by Agreement

13.56.1. The parties may terminate their contract of employment by agreement;

provided, however, that waiver by the staff of any of his rights under the law shall
have no legal effect.

13.56.2. Termination of employment by agreement shall be effective and binding on

the staff only where it is made in writing.

13.57. Termination of contract of employment upon the initiation of the parties

13.58. Termination of Contract of Employment by the Employer

A contract of employment may only be terminated where there are grounds attributed to the staff is
conductor with objective circumstances arising from his inability to do his work or the
organizational or operational requirements of the University.

13.59. Termination of Contract of Employment without Prior Notice

13.59.1. Unless otherwise determined, a contract of employment shall be terminated

without prior notice only on the following grounds:
I. deceitful or fraudulent conduct in carrying out his duties having regard to the gravity of the
case;
II. Misappropriation of the property or fund of the employer with intent to procure unlawful
enrichment for himself or to a third person.
 III. When the employer commits any act that violates human dignity or morals or engages in conduct
that is punishable under criminal law against the employee;
IV. When the employee is subjected to sexual harassment or sexual violence by the employer or a
managerial staff member;
V. When there is an imminent danger threatening the employee's safety or health at the workplace, and
the unit responsible, despite being informed, fails to take appropriate action within a reasonable
period.

13.60. Termination of contract of Employment with Prior Notice

13.60.1. The following grounds relating to the loss of capacity of, and situations affecting, the
staff shall constitute good cause for terminating a contract of employment with prior notice:
a) the staff’s manifest loss of capacity to perform the work to which he has been assigned; and
his lack of skill to continue his work; or a result of his refusal or inability to make use of an
opportunity of training arranged by the University to upgrade his skill or after having been
trained, his inability to acquire the necessary skill; or
b) the staff is, for reasons of health or disability, permanently unable to carry out his
obligations under the contract of employment;
57.6.2 The staffs unwillingness to move to a locality where the academic unit relocates;
57.6.3 The position of the staff is cancelled for good cause; and he cannot be transferred to another
job position or he shall not to be assigned to a lower position.
57.6.4 The following grounds attributable to the organizational or operational requirements of
the University shall constitute good causes for the termination of a contract of employment
with prior notice:
a. any event which entails direct and permanent cessation of the staffs’ activities impart or in
whole resulting in the necessity of terminating a contract of employment.
b. demand for the services of the academic unit resulting in the reduction of the volume of the
work thereby requiring termination of a contract of employment.
c. a decision to alter work methods or introduce new technology with a view to raising
productivity resulting in termination of a contract of employment.

13.61. Termination of Contract of Employment by the Staff

13.61.1. Resignation of staff with prior notice

 a. Without prejudice to the next Article of this guideline or individual contract of
employment, any staff who has completed his probation period may, by giving thirty
days prior notice to the University, terminate his contract of emp1oyment.

b. However, where the service of the staff is indispensable and could not be replaced
easily, his release may be delayed for a period not exceeding ninety working days
counted from the date of application for resignation.

13.62. Notice to Terminate a Contract of Employment

13.62.1. Procedure for Giving Notice

a) Notice of termination required under the provisions of this guideline shall be made in
writing. The notice shall specify reasons for the termination of the contract and the date on
which the termination shall take effect.
b) Notice of termination by the University shall be delivered to the staff in person. Where it is
not possible to find the staff or he refuses to receive the notice, it shall be posted on the
noticeboard in the workplace of the staff for 10 consecutive days.
c) Notice of termination by the staff shall be handed over to the University competency and
Human Resource Management executive office.

13.63. Extension of retirement

The retirement age of an academic staff shall be extended for two consecutive sets of terms of five
years each, where:
a) If the Responsibility center is reasonably justified, on the bases of actual and projected
demand the need to extend the retirement age where by the request be presented and
approved by the University Board 3 months before the retirement age:
b) The staff holds PhD degree or an assistant professor or above rank (equivalent rank) remains
in good health and has a meritorious continuous service:
c) The staff has freely consented to the extension of the retirement age.
d) An academic staff with the rank of full professor shall stay in their job up on the decision of
the University Board.
Part X: Miscellaneous Provisions
Article 58: Retention of Documents

13.64. Every personnel document should be kept appropriately and ready for inspection and
audit.

13.65. The University may develop standard formats for various tasks which shall be annexed to
this directive and shall form an integral part of the same.

13.66. However, whenever discrepancy arises between the provisions of this directive and the
annexes, the former shall prevail.

Article 59: Amendment of this directive

When the need arises, this directive may be amended by the board of governance of the
University.
Article 60: Effective Date

This handbook shall come into force as of the date of approval of it by the University Senate.

Mattu University Senate

President/Chairman: Alemu Disassa (PhD) Sign: __________ Date: ____________