1. Policy for Communication in E-Learning Environment

The organization is committed to providing an e-learning environment based on effective communication and mutual respect among all beneficiaries, including learners, instructors, supervisors, and administration, in accordance with the laws and regulations in the Kingdom of Saudi Arabia.

Approved Communication Channels

• Internal messaging system within the e-learning platform (academic correspondence)
• Official registered email
• Designated interactive educational forums (if available)
• Official technical support channels (phone – email – tickets)
• Approved virtual meeting rooms (Zoom, Teams, etc.)

Communication Guidelines and Etiquette

• Mutual respect and professional language
• No verbal abuse, bullying, or discrimination
• Prohibition of political, religious, or sectarian discussions
• Do not share inappropriate content
• Stay on course topics and avoid irrelevant discussions
• Respect instructors’ time and respond within specified periods

Escalation Procedures for Violations

2. User Identity Verification Policy

The organization implements an advanced system for verifying user identity upon logging into the e-learning platform to ensure data accuracy, prevent identity fraud, and maintain the integrity of the learning process.

Verification Levels

• Level 1: Username and encrypted password (SHA-256 or higher)
• Level 2: Two-factor authentication (OTP) via email or mobile
• Level 3: Biometric authentication (face/fingerprint) for sensitive assessments
• Level 4: Camera and microphone monitoring for final exams

Verification Application Cases

• Initial registration and account creation (Level 1)
• Login from a new device or location (Level 2)
• Starting exams and academic assessments (Level 3)
• Issuance of official certificates (Level 3)
• Final critical assessments (Level 4)

Penalties for Identity Fraud

• Immediate cancellation of enrollment
• Nullification of all previous grades and certificates
• Ban from enrollment in any program for at least 2 years
• Referral to competent authorities for criminal offenses

3. User Guide for E-Learning Platform

The organization provides multi-format user guides (video, textual, interactive), available 24/7 without login, in multiple languages and accessible versions for people with disabilities.

Guide Contents

• Quick Start Guide
• Account Creation & Activation
• Secure Login & Logout
• Course Enrollment
• Attending & Engaging Virtual Sessions
• Viewing Educational Content & Attachments
• Completing Assessments & Tasks
• Tracking Progress & Certificates
• Uploading Assignments & Projects (if applicable)
• Troubleshooting Guide

Available Formats

• Short instructional videos (2-5 min)
• Downloadable & printable PDFs
• Interactive tutorials within the platform
• Searchable knowledge base (FAQ)
• Accessible versions (audio, sign language, large text)

4. Technical Support Policy

The organization is committed to providing professional multi-level technical support during working days, with a priority system and precise tracking for all cases.

Support Channels and Working Hours

Priority Levels (SLA)

5. Attendance and E-Learning Participation Policy

Attendance is calculated based on attending at least 75% of the program hours and active engagement in activities.

Conditions for Attendance and Program Completion

• Attend at least 75% of total program hours
• Continuous interaction with content and activities
• Complete all required tasks and assessments on time
• Successfully pass all assessments

Procedures for Non-Compliance

• First warning at 80% attendance
• Second warning at 75% attendance
• Program not counted officially if absenteeism exceeds allowed limit
• No eligibility for certificate
• Option to re-enroll in a future course

6. Privacy and Data Protection Policy

The organization is committed to protecting user data, ensuring confidentiality and security according to local regulations, including the Personal Data Protection Law.

Collected and Processed Data

• Personal information (name, email, phone)
• Platform activity data
• Assessment results
• Attendance and session duration records
• Technical data (IP, browser type, OS)

Data Usage and Protection

• For educational and administrative purposes only
• Shared only with authorized entities
• Data encrypted (SSL/TLS)
• Secure storage on protected servers
• Users’ right to access, modify, or delete data

Data Retention and Disposal

• Retention period: 5 years
• Secure deletion after retention period
• Encrypted backups (AES-256)
• Encrypted archiving of academic records
• Right to early deletion (Right to be Forgotten)

7. Academic Integrity Policy

The organization applies the highest standards of academic integrity to ensure fairness and credibility in e-learning.

Prohibited Practices

• Cheating in any form
• Identity fraud
• Plagiarism
• Unauthorized collaboration
• Unauthorized tools
• Sharing questions or answers

Detection and Monitoring

• Live monitoring via camera and microphone
• User activity tracking
• Plagiarism detection systems (Turnitin, SafeAssign)
• Statistical pattern analysis
• Full exam session recording

Penalties

• Immediate nullification of exam results
• Temporary ban from exams
• Permanent cancellation of enrollment
• Loss of certificate
• Referral to authorities

8. Organizational Structure of E-Learning Environment

9. Intellectual Property Policy

The organization strictly protects educational content under copyright and intellectual property laws.

Content Rights

• All content protected by copyright
• Copying or republishing without permission prohibited
• Correct citation required when quoting
• Respect licensed content rights
• Commercial use requires permission

Open Content Licensing

• Creative Commons with proper attribution
• Open Educational Resources (OER)
• Commercial use licenses when applicable

Penalties

• Immediate removal of infringing content
• Temporary or permanent user suspension
• Full legal and financial responsibility
• Referral to Intellectual Property Authority

10. Artificial Intelligence (AI) Usage Policy

Permitted Uses

• Grammar improvement
• Initial research and brainstorming
• Quick summarization
• Initial language translation
• Mandatory disclosure of AI usage

Prohibited Uses

• Full assignment/project writing
• Solving exams
• Identity impersonation
• Generating fake data
• Creating fake references

Penalties

• Nullify work/exam and assign zero
• Official warning
• Temporary suspension
• Permanent expulsion

11. Complaints and Grievances Policy

Complaint Channels

• Online platform form
• Official complaint email
• Hotline during working hours
• Support ticket system
• Official postal mail

Processing Stages

Maximum Total Duration: 15 working days

Complainant Rights

• Receive reference number
• Track complaint online
• Receive detailed written response
• Escalate to regulatory authorities
• Confidentiality and protection from retaliation

12. Additional Mandatory Policies

12.1 Quality and Continuous Improvement Policy

• Measure user satisfaction
• Review content before, during, and after implementation
• Analyze performance indicators
• Regular policy updates
• Review cycle: at least annually

12.2 Risk Management and Business Continuity Policy

• Business Continuity Plans (BCP)
• Disaster Recovery Plans (DRP)
• Regular backups
• Alternate servers or cloud solutions
• Periodic emergency tests

12.3 Beneficiary Rights and Responsibilities Policy

Rights

• Access to certified educational content
• Effective technical support
• Privacy and data protection
• Fair and transparent assessments
• Submit complaints/grievances

Responsibilities

• Comply with organizational policies
• Respect instructors and peers
• Uphold academic integrity
• Proper use of the platform