Faculties and Institutes Rules

Article 1:

“Definitions” means the terms used in this policy and the explained meanings below:

The management of the faculty, institute, or academic centre: the dean, director, deputy, or deputies who are managing the affairs of any faculty, institute, centre, and managing their works in the University. The councils of the faculties, institutes, and academic centres: the council of the faculty, institute, or academic centre which manages the affairs related to it. The departments of the faculties, institutes, and academic centres: the academic departments under the faculties, institutes, or academic centres in the University. Dean: dean of a faculty or institute. Director: director of an academic centre.

Article 2:

The responsibility of managing the faculty, institute, or academic center is assigned to:

Council of the faculty, institute, or academic center.

Dean of a faculty, institute, or director of an academic center.

Article 3:

The council of the faculty, institute, or academic centre consists of:

The dean or the director of the center as Chairman of the council.

Deputy or deputies, and one of them shall be appointed to be the councilors secretary.

Heads of the departments.

A maximum of three faculty members from the faculty, institute, or academic centre as members appointed by the dean of the faculty or institute or the director of the academic center.

Article 4:

The council of the faculty, the institute, or the academic centre is specialized to discuss the matters relating to the faculty, institute, or academic centre, in particular:

Recommend the appointment of faculty members, lecturers, and tutors.

Recommend the study plans or amend them in coordination with the departments.

Recommend the curricula, master texts, and references for the departments of the faculties, institutes, or academic centres.

Encourage the development of scientific research and coordinate that among the departments of the faculty, institute, or centre and work to have that research published.

Recommend the exam dates and stipulate the regulations related to administering them.

Recommend the internal policy of the faculty, institute, or centre.

Recommend the training plans necessary for the faculty, institute, or centre.

Recommend the out-of-class activities for the faculty, institute, or centre.

Decide on student matters that are included in its functions and assign other matters to other councils in the University.

Review, study and propose opinions regarding what is assigned to it by other councils in the University, the Rector, or the Deputy Rector in the same division of the faculty, institute, or centre.

Article 5:

First: The council of the faculty, institute, or centre meets at least once a month by invitation from the Chairman. The council’s decisions are issued based on a majority vote of members present, in the case of a tie the Chairman’s side will be taken

Second: The council of the faculty, institute, or centre may formulate permanent or temporary committees from amongst its members or others.

Article 6:

A dean is appointed for each faculty or institute and a director for each academic centre chosen from amongst the faculty members that are exceptionally qualified academically and administratively. The appointment will be based on the nomination of the Deputy Rector that the faculty, institute or centre is under and a decision from the Rector. The appointment will be for two years only with an option to renew.

Article 7:

The dean or the director is responsible of the academic, administrative, financial, scientific research affairs and the postgraduate studies of the faculty, institute, or centre according to the University’s regulations and policies, in particular:

Provide suggestions regarding the educational and scientific plans, scientific research and postgraduate studies of the faculty.
Supervision of all faculty staff.
Provide suggestions regarding completing the need of the faculty for academic, laboratory and administrative employees and upgrading the level of the employees.
Provide suggestions regarding completing the need of the faculty for facilities, equipment, machinery, tools and others.
Seek to preserve the internal system of the faculty, distribute responsibilities, supervise the work flow and examinations, and notify the University’s management about related issues.
Provide the Deputy Rector that the faculty, institute or centre is under with a report at the end of each academic year about the learning affairs and other activities in the faculty, institute, or centre.

Article 8:

First: Each faculty, institute, or centre may have one or more deputy from amongst the faculty members that are exceptionally qualified academically and administratively. The deputy is appointed by the Rector based upon a suggestion from the dean of the faculty and the recommendation of the Deputy Rector, which the faculty, institute or centre is under, for not more than two year with an option to renew.

Second:

The deputy assists the dean or the director in his functions and the deputy or director may assign any matter to any of the deputies to be studied, or to take a decision. He may authorize any of them within their specialization- to decide regarding certain matters permanently, but he must inform the faculty’s departments and the University’s management about this authorization.
The dean or director may assign the responsibilities of a vacant deputy position in his faculty, institute or centre, or if a deputy is absent, to any of his other deputies.
If the dean or director position is vacant, or the dean or director is absent, the Rector may assign the position to one of the deputies to act on behalf of the dean based on a recommendation from the Deputy Rector which the faculty or institute is under.

Article 9:

The deans of supporting deaneries are appointed from the faculty members that are exceptionally qualified academically and administratively by a decision from the Rector and based upon the nomination of the Deputy Rector which the deanship is under for not more than two years with an option to renew.

Article 10:

First: the faculty members that are exceptionally qualified academically and administratively may be appointed as deputies to the deans of the supporting deaneries.

Second: the appointment occurs with a decision from the Rector based on a suggestion from the dean and the recommendation of the Deputy Rector which the deanery is under for not more than two years with an option to renew.

Article 11:

The departments of the faculties, institutes, or academic centres are established with a decision from the Senate based on a suggestion from the council of the faculty, institute, or academic centre and the recommendation of the Deputy Rector which the faculty, institute or centre is under and with the support of the Rector.

Each department of the faculties, institutes, and centres has its own council consisting of faculty members in the department. Each department has authorities in the scientific, administrative, and financial affairs within the limits of the University’s regulations and policies.

Article 12:

The council of the department meets at least once a month by invitation from the Chairman. The council’s decisions are issued based on a majority vote of the members present; in the case of a tie the Chairman side will be taken.

Article 13:

The department’s council has the following authorities:

Recommend the study plans, curricula, master texts, and references and submit them to the council of the faculty, institute, or centre.

Recommend the appointment of faculty members, lecturers, and tutors and their promotions and submit that to the council of the faculty, institute, or centre.

Study the scientific research projects, distribute the lectures, tutorials, and training activities to faculty members and tutors and organize and coordinate the department’s activities.

Decide regarding students matters in the same specialization.

Create permanent or temporary committees from amongst its members

Article 14:

Each department is responsible for teaching the subjects in its specialization after they are approved by the Senate.

Article 15:

First: the head of the department is appointed from amongst the faculty members that are exceptionally qualified academically and administratively by a decision from the Rector based on the nomination of the dean of faculty, institute, or centre and the recommendation of the Deputy Rector which the faculty, institute or centre is under.

Second: the appointment should not be more than two years with an option to renew.

Third: the head of department is responsible for the scientific, administrative, and financial matters, scientific research affairs, and postgraduate studies in the limitations of regulations and policies, in particular:

Provide suggestions regarding the educational and scientific plans, scientific research and postgraduate studies.

Provide suggestions regarding completing the need of the department for academic, laboratory and administrative employees and upgrading the level of the employees.

Provide suggestions regarding completing the need of the faculty for facilities, equipment, machinery, tools and others.

Monitor the work flow in the department and supervise the application of syllabus of the academic subjects taught in the department, and he has to notify the dean about all related issues.

Supervise all department staff.

Provide the dean that the faculty or institute or the director of the centre with a report at the end of each academic year about the learning affairs and other activities in the department.

Article 16:

Each department has a trustee elected at the beginning of each academic year from amongst the members of the department through the department’s council. He assists the head of the department to manage the department council’s affairs.

Article 17:

Each department has a secretary elected at the beginning of each academic year from amongst the lecturers and tutors of the department through the department’s council. He assists the head of the department and the trustee to manage the department’s affairs.

Article 18:

When it is necessary, the council of the faculty, institute, or centre may form committees based on the internal policy of the faculty, institute, or centre, considering the following:

Each committee has its Chairman from amongst its members designated by the council of the faculty, institute, centre, or department.

The designation of the members of the Committee by a decision from the council of the faculty, institute, centre, or department.

The council meets at least once a month by invitation from the Chairman. The council’s decisions are issued based on a majority vote of the members present, in the case of a tie the Chairman’s side will be taken. The committee submits its recommendations to the council of the faculty, institute, centre or department to decide accordingly.

Article 19:

If the positions of the faculty members in the department are vacant, the administrative and academic management of the department is assigned to a head of department by a decision from the Rector.

Article 20:

When calculating the representation percentage in the department council, the Rector, Deputy Rectors, and dean of the faculty will not considered in the number of department members.

Article 21:

The dean of the faculty, institute, or center may attend the meetings of the department council and he may call for a meeting, in this case he will be the chairman of the meeting.

Article 22:

The University Senate sets the rules that govern the department affairs.

Article 23:

The chairman of the council determines the matters to be discussed by the council, he calls the council for meetings, and he may call specialists to attend the meetings; however, they are not allowed to vote.

Article 24:

The invitation to attend the meeting is in written form, by mail or by email including the meeting agenda, members must be notified at least 24 hours prior to the meeting.

Article 25:

The session will not be considered legal unless it is attended by the majority of the members. If the majority is not achieved the first time, the Chairman may call for a meeting a second time. In this case, the meeting will be held legally regardless of the number of attendees.

Article 26:

Council members must vote, “YES” or “NO”, and decisions are made based on the majority of attending members. In the case of equal votes, the Chairman side will be prevail.

Article 27:

Council Chairmen must be notified about the decisions that should be presented to the council within not more than two weeks from the issuance date. The Chairman has to submit the decision to the council within not more than one month from the date of their delivery in the council. The council may return the decision to its originated source with clarifying the reasons. If the originated council insists on the decisions, they should be submitted within one month from the date of their return.

Article 28:

Each faculty is required to have an external examiner at the full professor rank.

Article 29:

Duties of External Examiner are as follows:

Evaluate the examination questions and marking schemes for the relevant degree programme to ensure that academic excellence is maintained;
Review, evaluate and advise on the relevant degree programme to ensure that it is in line with the needs of the industrial and business world and the nation’s goals;
Prepare a report which will be submitted to the University Senate regarding the running, quality and steps to be taken to enhance the relevant degree programme;
Offer opinions, views/advice through mail, telephone or any other methods, when and if required by MEDIU;
Visit MEDIU at least once during his/her term of appointment, and during such visit to give lectures, seminars or workshops, as may be required by the Faculty.

Article 30:

Duration of Appointment
1. The duration of each appointment shall be for period not exceeding three years.
2. Either party may terminate this appointment by a written notice of one month served to the other party.
3. External Examiner may be re-appointed by Senate at the end of an appointment.

Article 31:

Entitlements
An external examiner shall be entitled to the following:

An honorarium of US $3,000 per year of service, which shall be paid to the external examiner at the end of every year of service. (External examiners are under obligation to pay taxes, which may be imposed by the Malaysian Government.
For the visit to MEDIU, the external examiner shall be provided:
a. A return economy flight ticket between MEDIU and the external examiner home country, by the most direct route;
b. Reimbursement of expenses for transportation between the external examiner house and the airport in the external examiner home country;
c. Transportation between the airport in Kuala Lumpur and MEDIU;
d. Accommodation for the duration of the visit; and
e. A daily allowance of US $300.00

Article 32:

Duration of Visits.
An external examiner shall be required to visit MEDIU at least once during his term of appointment as external examiner. Any visit shall not exceed 14 days.