Frequently Asked Questions

SHIPPING

What is the delivery time to ship my belongings?

It usually takes 4-6 weeks for a shipment by sea.

How is my airfreight shipment paid if I decide to use Skyline Freight Inc, the US shipping company mentioned in the Handbook for New Faculty?

If you decide to use any of the companies named in this handbook then you do not have to pay in advance as the company will bill AUS, they will explain the procedure to you.

If I decide to use another shipping company can I bill the university?

No, if you decide to use another company you will need to obtain a quotation and forward this to HRSD. If this is approved by HRSD, you will pay upfront and submit a receipt when you arrive for the amount you paid.  We will only reimburse you up to a maximum of 200 kgs.

If I decide to ship more than 200 kgs, how do I pay for the excess?

Anything over the 200 kgs (gross or chargeable weight) allowance for unaccompanied airfreight will be settled through payroll when you arrive.

How much advance notice do I need to give to the shipping company to collect my shipment?

At least 48 hours notice prior to pick up, to assure the shipping agent can have a cartage company collect the cargo from your home or other facility.

Does the company do the packaging or do I need to have everything packaged in advance?

The shipping company does not pack personal effects; you must have everything properly packed and marked prior to pick up. Keep in mind that the cargo will be handled a number of times between your home and the university so your packing should be strong enough to be handled safely.

If your packing material or method is not to the standard required by the shipping company, you may be asked to re-pack your items.  Therefore, it is advisable to check first with the shipping company as to suitable packing materials.
If you decide to send books and office materials separately and the shipment exceeds your limit of 200 kgs, you will incur any additional costs.

Are my personal effects insured?

AUS does not insure personal effects, therefore it is advisable to obtain your own insurance.

Will I be reimbursed for not using the total amount allotted?

If you ship less than 200 kgs then you will not be reimbursed for the amount you did not use.

When shipping my belongings, what address should I ship them to?

You should ship your goods to the following address. There is no need to address it to your specific house number but remember to include your name:-

Name
Department
The American University of Sharjah
P O Box 26666
SHARJAH
United Arab Emirates
Tel: 00 971 6 5585555

Is it advisable to ship my car to the UAE?

Specifications differ from country to country, therefore your car may not be suitable to drive in the UAE. Also, the clearance of vehicles from overseas cannot occur until you have your residence visa which usually takes 4-6 weeks after your date of arrival in the UAE.

GENERAL

Which tests are actually required for the medical forms to be acceptable? I read in the AUS website that a HIV test needs to be done after my arrival to the AUS. Do I need to have this test done here also?

There are two medical requirements. The first is for AUS and relates to the Medical Record Form attached with the ‘Welcome’ email. You will need to have the form completed and signed by your doctor in your home country and we must receive it before you join AUS.

The second is a requirement for your residence visa and this includes a Chest X-Ray and a HIV test. The HIV test must be done here in the UAE. Currently it is being done at UHC, but only if you have sent a chest x-ray before joining AUS. If we do not have a chest x-ray then all these medical formalities for residence visa purposes will have to be completed at the UAE Ministry of Health hospital shortly after your arrival. AUS does not reimburse for the cost of these tests.

Unless you visit with your family doctor it is normal that the doctor cannot complete certain sections of the Medical Record Form. Do not worry about vaccinations as a baby; the main purpose of this Medical Record Form is to form the basis of your medical file with AUS and to ensure that you have no possible illness that could effect your residence visa in the UAE.

Do I need to send the original X-ray or will a doctor's report be sufficient?

A doctor’s report of your chest x-ray is sufficient but remember to bring the original x-ray with you.

Is there a limit to how long before coming to AUS I need to undergo my medical?

It is preferable that you undergo the medical within 6 months prior to arriving in the UAE.

What size of passport photos do you require?

The size and color contrast on the photos are very important, the photos should be approximately 1 1/2 inch x 1 3/4 inches.

The background on the photograph should be a contrasting color to what you are wearing i.e. if you are wearing a dark top the background should be white: if you are wearing a pale top the background should be dark.

If the photos are different to this the Immigration Department in the UAE will not accept them.

Can I send color printouts of photographs?

No, we require 12 actual color photographs for each employee and dependent(s). The Immigration Department in the UAE will not accept anything else.

How do I get our marriage certificate and our children’s birth certificates authenticated?

Birth certificates and marriage certificates must be authenticated before coming to the UAE.

They must be authenticated in the country/state where the occasion took place by the embassy/consulate of that country/state and the UAE embassy/consulate in the same country. For example if you were married in Lee County Alabama US the process of authentiaction is as follows:

Lee County Alabama

State Department in the State of Alabama

US State Department, Washington DC

UAE Embassy, Wahington DC

You can source further information on authentication of documents on the following website:-
http://dubai.usconsulate.gov/dubai/Documentary_Services.html

You can contact the US State Department in the US as follows:

The Authentications Officer
US Department of State
518 23rd St. N.W.
SA-1
Washington D.C. 20520
Tel: (202) 647-5002 OR (202) 663-3943 and Leave Message
Fax: (202) 663-3636

Will AUS reimburse the cost for authentication of documents?

No AUS do not reimburse for authentication of documents.

Can I purchase my air ticket myself and get reimbursed when I arrive?

Yes, if you prefer, you can make your own travel arrangements and advise HRSD of the details. Remember to retain your receipts and ticket stubs for reimbursement purposes.
You will be reimbursed up to the amount AUS would have paid for your ticket from your point of origin. You will receive this amount with your salary.
If your ticket costs less than the amount AUS would have paid, you will not receive a refund for the amount you didn't use.

Is it possible to request a stopover on my way to the UAE?

A stopover is not a problem but if the stopover is not on the AUS flight itinerary then you will have to buy your own ticket and you will be reimbursed up to the amount AUS would have paid for your ticket from your point of origin. You will receive this amount with your salary.

Can I choose to fly Business Class as opposed to Economy Class?

Yes, but you will have to buy your own ticket and you will be reimbursed up to the amount AUS would have paid for your ticket from your point of origin. You will receive this amount with your salary.

My partner is wishing to join me will AUS pay for his/her flight?

It is against the law in the UAE for a couple to reside together without being married. AUS will not reimburse for tickets and other benefits for anyone other than a spouse or dependent children.

AUS will not process a residence visa for a spouse without an authenticated marriage certificate.

Will AUS reimburse me for any taxi fares which I may occur on my way to the airport?

No, AUS will not reimburse taxi fares.

Will AUS reimburse me for any hotel stopovers.

No, AUS will not reimburse for hotels.

Will I arrive at Sharjah International Airport or Dubai International Airport?

Most international airlines fly into Dubai International Airport.

Do I need to make my own transport arrangements from Dubai Airport to Sharjah?

No, when you arrive at Dubai Airport you will be met by a representative of the Airport’s “Meet and Greet Service” - Marhaba. Marhaba will complete Immigration procedures on your behalf. Once your entry visa has been stamped in your passport they will assist you in collecting your baggage and escort you to an AUS driver, who will take you to AUS campus.

When is the earliest that I can come to the AUS?

You will need to be at AUS as per your contract, before that date it is unlikely that the housing will be ready. 

My spouse will join me later in the UAE. Who will arrange her flight?

The Human Resource Services Department will arrange her flight.

Is it possible for me to enter the country earlier and simply make my way to AUS by the required date?

Yes, it is possible, but you must enter the UAE on your AUS entry visa, a copy of which will be sent to you before your departure.  You must remain in the UAE until the residence visa has been stamped in your passport, approximately 4 to 6 weeks.

How long will it take for my residence visa to be processed?

Once you enter the UAE you cannot leave until your residence visa is stamped in your passport. This will take approx 4 to 6 weeks.
Only AFTER you have received your residence visa can you sponsor your spouse and dependents.

My spouse has a USA passport do they need a visa to enter the UAE?

If family members traveling with you have a USA, Canadian or European passports they do not require a visa to enter the UAE.  Residence visas for spouses and children will be processed later when the faculty member has his/her residence visa stamped in their passport.

My passport is due to expire in four months time should I renew it before coming to AUS?

UAE immigration requirement is that a passport must remain valid for a minimum period of six months beyond the date of entry into the country.

Who do I report to the following day after my arrival?

You should refer to the information in the ‘Residents Welcome Kit’, a copy of which you will find in your apartment.

How soon can I get a salary advance? Will I be able to get one before arriving at AUS or will I have to wait until I arrive?

You will have to wait until you arrive at AUS to get the advance. You should bring enough cash to last for a couple of weeks.

What will be my mailing address?

For mailing purposes, you will use AUS PO Box address as all AUS employees receive their mail via the university PO Box 26666 Sharjah.

Can our maid enter the UAE with us at the same time?

Your maid will only be allowed to enter the UAE after you have received your residence visa and have processed the necessary entry visa for the maid.

What is the pay frequency (eg weekly, bi-weekly, monthly)?

Monthly, during the last week of each month.

When can I expect my first salary?

All new faculty will receive their first salary during the last week of September if you join for Fall semester or February if you join for Spring semester.

In regards to the 25% Self Directed Employee Benefits Plan, is it available to me at the beginning of the academic year or at the end of the academic year?

On arrival at AUS you are required to complete a Nomination Form specifying the benefits to be deducted from your 25% benefits pool. Any monies remaining in your pool will be paid at the end of the academic year i.e. in October of that year.
Further clarification can be found on our website via the following link:-
http://www.aus.edu/admin/hr/selfdirectedbenefit.php

I would like to start the process of registering my child at AUS. What should I do?

If you, your spouse or dependents will be registering for undergraduate or graduate courses at AUS, you will need to contact the Admissions Department.
You will also be required to complete a Tuition Remission Form.
Please print the form and complete all the information required and forward it to HRSD for processing.

I understand that I will be sent a copy of my employment visa. Should I also be expecting an entry visa for my spouse and dependents?

If your spouse and dependents are holding passports which do not require an entry visa for the UAE, they will enter on their own passports as visitors. If they are not eligible to enter as a visitor without a visit visa, AUS will apply for the visas in advance.
Once you have your residence visa, YOU will sponsor your spouse and dependents.

If I take the medical insurance through my spouse’s employer, will my family and I be able to be treated at the AUS Health Center whenever necessary?

Yes, you and your family can avail of the facilities of the AUS Health Center but will be required to pay for any services.

When is the deadline to submit all the paperwork?

The end of June for the Fall semester or end of November for Spring semester is the deadline.  However, consideration will be given.

What is the best way of sending my paperwork to you?

The best way to send all your documents is by either air mail, registered mail, DHL or FEDEX. Some courier companies will not deliver to a PO Box address therefore use the full address below.

Which address should I use for sending my documents and who should I address them to?

Violet Reid
Human Resource Officer
American University of Sharjah
PO Box 26666
SHARJAH
United Arab Emirates
Tel: 009716 5585555

Is it possible for boxes etc to be stored in my office or apartment at AUS before my arrival?

No, this is not possible as you must be present at the time of clearance of your shipment.

Would there be any problems with my wife traveling on her passport which still shows her maiden name? Or would you suggest going ahead and having the name changed on her current passport?

There is no need for your wife to change her maiden name on her passport. It is not an issue as long as you have an authenticated marriage certificate.

Is it a good idea to have my spouse have passport photographs taken prior to arriving at AUS for driving licenses etc purposes?

Yes, it would save time if your spouse has his/her passport photos taken in advance.

Does the UAE require my qualifications to be authenticated by the federal government before I can get a visa?

Terminal degrees; The Chancellor's Office receives the new faculty degrees directly from the foreign universities. These documents do not need to be authenticated and the Ministry or Accreditation Teams have not requested authentication.

My medical insurance is set to expire by the end of July. Since I will be enrolled in a plan once I get there, is there a way to make sure that I am covered by a plan starting August?

Our medical insurance company can only cover you from when you arrive in the UAE and not before that date, therefore, you will have to seek alternative coverage.

PETS

How can I import my cat/dog to the UAE?

Please refer to the Dubai Kennels and Cattery’s website http://www.dkc.ae. This lists all the information you need to know about importing a cat/dog into the UAE. You should also check with the relevant airline.

At Dubai Kennels and Cattery they state that instead of a copy of a residence visa, a letter of employment is enough. Would AUS be able to send me some formal letter that will explain my status?

Yes, AUS can provide this.

Any useful websites about bringing pets to the UAE?

http://www.uae.gov.ae/uaeagricent/index.asp
http://www.uae.gov.ae/uaeagricent/LIVESTOCK/livestock_en.stm.

SCHOOLING

Does AUS assist staff in securing school places for their children?

It is advisable that you contact the school directly. click here for list of schools

My son has been accepted to the 8th grade. How should the payments be handled?

The Registration Form and the letter for enrollment should be sent to the school by you. HRSD will follow-up on the payments.

I would like to enrol my child at the AUS Daycare Centre. Who should I contact regarding this?

Please refer to our website http://www.aus.edu/admin/hr/daycare/index.php

HOUSING

What kind of housing will be available for my wife and I (no children)?

You will receive a two bedroom furnished apartment.

Is it possible to request an unfurnished flat since I will be bringing my own furniture?

Yes, this is possible.  Please contact Mr. Henri Pinto hpinto@aus.edu

Is it possible to request a 2-bedroom unit since my daughter is considering to study at AUS one or two semesters?

It will not be possible to assign you a 2 bedroom unit when you arrive as a single faculty. I would suggest that we evaluate the situation if and when your daughter joins you at AUS.

Is it possible to request a 2-bedroom unit since my mother will be living with me?

It will not be possible to assign you a 2 bedroom unit when you arrive as a single faculty with your mother as she would not be classed as a dependant.   (Spouse and children are classed as dependants). 

What kind of housing will be available to me at AUS?

AUS has a very strict housing policy and the housing is assigned based on family size and the number of dependents permanently residing with you at AUS ie permanent means for at least half of the academic year

Do I have to contact the housing department to request a housing unit or has HRSD already assigned one to me?

The HRSD assigns the housing units.

I have read that cable service is provided in our housing. We have our own Orbit Cable box. Should we bring it with us to hook up to the service at AUS?

There is no need to bring your Orbit Cable box as cable is already installed in the apartments on campus and a monthly fee is required by all residents who wish to avail this service.