Instructor intervention confirmation

PEDAGOGY – INSTRUCTOR INTERVENTION CONFIRMATION – PED-PRO-016-A

Version: 1.0  |  Last update: 04/11/2025  |  Department: Academic Coordination

🎯 Objective

Define the standardized process for confirming and validating instructor interventions
prior to the start of each module within the Dubai Precious Metals University academic programs.
This ensures all teaching sessions are confirmed, instructors are available, and pedagogical materials are ready.

👤 Who

  • Academic Coordinator
  • Instructor
  • Administrative Assistant (Pedagogical Support)

🧩 Inputs / Outputs

Inputs:

  • Validated pedagogical schedule (see PED-PRO-015-A)
  • Instructor assignment list
  • Course details (title, program, dates, hours, location)

Outputs:

  • Instructor confirmation received and recorded
  • Updated intervention tracking sheet
  • Pedagogical launch checklist validated

⚙️ Process Steps

  1. 1. Preparation of the Intervention List
    At the beginning of each month, the Academic Coordinator extracts from the planning grid
    the list of modules scheduled for the next 4 weeks.
    Each line must include:

    • Course title
    • Program (BBA, MBA…)
    • Dates and hours
    • Instructor name
    • Campus or delivery mode (onsite / online)

    The list is stored in PED-LOG-016 (Intervention Tracker).

  2. 2. Sending of Confirmation Requests
    The Administrative Assistant sends a confirmation email to each instructor scheduled in the upcoming month.
    The message includes:

    • Title of the module
    • Program and level
    • Dates and time slots
    • Campus or Zoom link
    • Request for reply “Confirmed” or “Unavailable”

    The subject line must follow the model:
    “[DPMU] Confirmation d’intervention – [Nom du module] – [Dates]”.

  3. 3. Instructor Response
    Each instructor replies by email within 3 working days.
    Possible responses:

    • ✅ Confirmed → availability validated
    • ⚠️ Unavailable → replacement to be arranged
    • 🕓 Pending → awaiting confirmation (temporary hold)

    All replies are logged in PED-LOG-016 with the date and coordinator initials.

  4. 4. Handling of Unavailable Instructors
    In case of unavailability:

    • Identify potential substitutes from the instructor pool
    • Contact and propose replacement with identical pedagogical content
    • Validate substitution with the Pedagogical Director
    • Update planning and inform affected students if necessary

    Each replacement is traced with both names (initial and substitute) in the tracker.

  5. 5. Confirmation Summary
    Once all replies are received:

    • Update the Intervention Summary Table (Excel or WorkDrive)
    • Highlight confirmed modules in green, pending in orange, replacements in red
    • Send the summary to the Pedagogical Director for weekly validation

    The validated file serves as a reference for room booking, attendance sheet generation, and LMS scheduling.

  6. 6. Communication and Archiving
    The Administrative Assistant:

    • Files all confirmation emails in the folder WorkDrive › Pedagogy › Interventions › Confirmations › [Month-Year]
    • Updates the “Confirmed Interventions” column in Zoho CRM (instructor record)
    • Prints the validated schedule for use during attendance management

✅ Controls

  • All scheduled modules must have written instructor confirmation
  • 100% of unavailability cases resolved before module start
  • Weekly validation of the tracker by the Pedagogical Director

📁 Records

  • Instructor confirmation emails
  • Intervention Tracker (PED-LOG-016)
  • Monthly summary reports
  • Stored in WorkDrive › Pedagogy › Interventions › Confirmations › [Month-Year]
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