Human Resources Rules

The University’s Human Resources Philosophy

The University’s emphasizes a commitment to excellence in all aspects of its operations. All staff members are viewed as representatives of the University who have the opportunity to model service and professionalism in their many interactions both internally and externally.

The University desires to maintain a competent, stable, and diverse work force that is well informed in matters affecting employment. The University also seeks to promote staffs’ opportunity for growth, expression of ideas, and work satisfaction through an atmosphere of appreciation and recognition of their contributions. Excellence, speed and accuracy in the provision of all services is an essential component of a distinctive education at the University. Therefore, the University strives to develop and maintain the positive work environment needed to recruit and retain capable, committed, and caring staff.

The University administers all policies, practices, and procedures in ways that are consistent with the Islamic principles that is guided by the Al-Quran and the tradition of the Prophet (peace be upon him).

This policy manual will become part of contract of service for permanent employee, and the University reserves the right to modify any provisions in the policy, or to discontinue all or a part of it, at any time.

1.1 Purpose:

This HR Policies and Procedures aim to:

Establish and properly document AL-MADINAH INTERNATIONAL UNIVERSITY (the University) policies, procedures and practices in all areas relating to Human Resource (HR). These policies will undergo a constant review and amendment as and when the University deems fit and appropriate;

Provide a framework for the development of appropriate authorizations and approval limits within the University;

Assist staffs to understand correctly the HR policies for their accurate interpretation;

Ensure consistent HR policies throughout the University.

1.2 Coverage

The HR Policies and Procedures in this Handbook shall apply to all staffs of AL-MADINAH INTERNATIONAL UNIVERSITY (710353-P).

Although the policies in this Handbook have been written to be as comprehensive as possible, they are not deemed to be exhaustive. Where appropriate, these guidelines and procedures on HR matters will be issued in the form of circulars/memorandums to provide additional information and/or detailed explanation on the practical workings of the policies set out in this Handbook, which shall form part of the Terms of employment.

This Handbook shall prevail at all times unless otherwise stated in the Letter of Appointment that a specific term or condition overrides that in this Handbook. Any policies not stated in this Handbook, the Employment Law and Regulations of the country would take effect.

However, in the event of any conflict or inconsistency in the terms contained in the Staff’s Letter of Appointment and this Handbook, the Letter of Appointment shall prevail in so far as the particular term is concerned BUT on a strictly ‘Personal to Holder’ basis. Where the incumbent no longer holds the position for any reason, the replacement’s remuneration package will be re-evaluated to be in line with the existing policies.

1.3 Validity

Management may at its sole discretion interpret/ modify/ change/ withdraw/ suspend/ delete or add on to these policies.

Should this happen, the HR Department shall advise the respective Heads on these specific changes. Copies of the changes shall be distributed to them for further action. It shall be the responsibility of all Heads to ensure that all staffs are informed of the change(s).

1.4 Review

The HR Policy handbook shall be reviewed every five (5) years or when the management deems fit and necessary.

1.5 Ownership of the Policy Manual

The Policy Manual shall all times remain the property of the University. The subject matter is for general use by all Head of Departments (administrative/academics) but kindly take note that the manual is a confidential document and the person to whom the Handbook was issued shall be responsible for its safekeeping.

2.1 MANPOWER PLANNING

Objectives

• To create and maintain an adequate workforce to meet present and future requirements in order to carry out in the most effective manner the University’s operational plans.

• To achieve a well-planned and cost effective manpower structure to support the University’s activities.

Policy

• Heads of Department/Faculty shall assist in developing and maintaining effective manpower plans to determine staffing requirements to meet the University’s corporate objectives. Such planning shall serve as a basis for recruitment, deployment, promotion and training of staffs.

• In the event of setting up of new divisions/ departments, the respective Head of Department / Faculty shall inform the Human Resource (HR) Department of the new division/ department structure by means of an organization chart that specifies the manpower requirements.

• Management reserves the right to incorporate organizational changes as and when necessary.

Procedures

1. Heads of Department / Faculty are to submit a standardized “Manpower Planning Form” (HR 001) to the HR Department:
   • at the beginning of the financial year ;
   • in the event of any new division/ department;
   • addition or replacement of staff in view of expansion, resignation, redeployment or transfer, etc in the individual Department/ Faculty.(Applicable only at the beginning of the financial year)
2. The completed “Manpower Planning Form” will be processed and the outcome will be relayed to the respective Head of Department / Faculty.

Once it is approved by Rector, the HR Department shall execute the Manpower Plan accordingly unless otherwise advised.

2.2 RECRUITMENT

Objective

• To ensure recruitment of the most suitable candidate to satisfy the manpower requirement by utilizing the most appropriate method of selection.

• To ensure the hiring of the right people for the right job.

Policy

1. Recruitment shall at all times be in accordance with the University’s approved organizational structure and manpower plans.
2. Recruitment of staff will be made when the following situation arises
   • When there are vacancies are created by a resigned staff.
   • Where there are increases in the work load, which the existing staff could not cope with, hence the need for extra staff.
   • Where a new project or function of a department/faculty is introduced, and from here arisen new requirement for special experience and knowledge in the area.
3. Preference shall be given to existing staffs who meet the job specification to fill a vacant position through internal promotion and / or transfer within the University.
4. If no such suitable candidate can be found for the vacant position, the University shall recruit the most suitable candidate from external sources.
5. Selection shall be based on candidates meeting job specifications for the position such as qualification, experience, character, integrity and employment references.
6. HR shall work with the respective Heads of Department and Faculty for recruitment of manpower.

Procedures

1. Approval to recruit must be obtained from the Rector for all new and replacement positions
2. For approval process on recruitment, the respective Department / Faculty shall fill up the “Staff Requisition Form” (HR 002).
3. In the requisition, the Head of Department / Faculty shall state the following :-
   • The job responsibilities of the candidate
   • The qualification required
   • Required experience
   • The age and gender preferred
   • Any other special requirements
4. The Head of HR shall verify the proposal and discussion shall be made between the parties. A Job Description shall be produced.
5. Rector’s approval must be obtained for all new positions
6. For existing positions, the staff requisition approval must be obtained also from the Rector.
7. Once the respective approver has agreed to the proposal, he shall endorse on the Staff Requisition Form.
8. The University may use the following methods for sourcing of candidates:-
   • Internal Job Bid (promotion, transfer or relocation)
   • Newspaper advertisement
   • Recruitment / Employment Agencies
   • Internet
9. Once the advertisement is posted or the employment agencies were informed, candidates are given 14 days to apply to the University. Candidates are required to write in and include their comprehensive resume. Similarly the agency is given the same duration of time to reply to the University with a list of candidate.
10. Upon expiry of the 14 days, all applications received will be compiled and sort through. The Head of Department / Faculty will shortlist suitable candidates.
11. The short listed candidates will then be called for First interview. As a guide, the interviewers shall be:-
    

    Category	Interviewer
    Non Executives	The immediate superior and HR Staff
    Executives	Heads of Department / Faculty and HR Manager
    Managers	Head of Department / Faculty and Head of HR Division
    Senior Management	Rector and Deputy Rector

12. All candidates must complete the “Employment Application Form” (HR 003) in full.
13. A second interview will be held if necessary, for final candidates selected from the first interview. As a guide the interviewer shall be:-
    

    Category	Interviewer
    Non Executives	Head of Department / Faculty and HR Manager
    Executives	Head of Divisions and HR Manager
    Managers	Deputy Rector and Head of HR Division
    Senior Management	Rector and Senior Management team (Deputy Rectors & Directors)

14. Once the incumbent has been identified he shall be sent to a panel medical practitioner to certify that he is deemed fit for employment.
15. Upon confirmation by the panel medical practitioner in the Medical Report that the candidate is fit for employment, he shall be given a Letter of Offer signed by the
    • Rector – for all positions
16. The following are required to be signed by the incumbent :-” Letter of Offer ” Confidentiality Agreement
17. The appointment letter shall clearly specify the position, grade, salary offered and other terms and conditions of service.
18. The candidates must acknowledge the “Letter of Appointment” by signing the duplicate copy and returning it to the HR Department.
19. Once all the documents mentioned have been duly signed, the incumbent will be reporting for duty as per the agreed date of employment.
20. The HR Department shall ensure that the staff’s documents and relevant information are properly filled in Personal Information Update (HR 004) and the appropriate identification items issued to the new staff.
21. Successful candidates must furnish the following documents:
    • Current resume
    • Certified photocopies of certificates and testimonials (where applicable);
    • Photocopy of valid passport (if any)
    • Photocopy of National Registration Identification Card
    • Latest pay-slip for verification and recording prior to the issuing of appointment letters;
    • Photocopy of previous employment letter of appointment to verify their employment status (if applicable)
    • Pre-employment medical check-up (Applicant must be certified medically fit by the University’s panel doctors or respective country Government Hospital before being offered the “Letter of Appointment”).

2.3 PROBATION

Objective

• To assess suitability and performance of new staff to the job offered.

Policy

• New staffs shall be required to serve a probationary period. Heads of Department and Faculty shall be responsible for monitoring the performance of a staff during his probation period.

• The length of probation shall be:

• In the case where the performance is below expectation/unsatisfactory, the probationary period may be extended to a further three (3) to six (6) months.

• Upon completion of the probation period, the staff shall be informed in writing of their confirmation.

• A probationer shall not be entitled to any special privileges given by the University to a confirmed staffs other than the benefits made compulsory under the local employment related law.

• A probationer may be entitled for a prorated annual leaves and medical leave. Any leave taken during the probation period shall be deemed advanced leave or unpaid leave.

• A probationer shall be entitled to any gazetted holidays announced by the government.

Procedures

1. Upon employment, the HR Department shall give a probationer staff an orientation programme to introduce the staff to the University’s rules and regulations and policies.
2. To gauge a staff during probation, the immediate superior or the Head of Department / Faculty shall be issued an Probationer Assessment Report Form (HR 005)
3. The staff shall be assigned to job goals to complete within the probation period and will be assessed by the immediate superior or the Head of Department / Faculty. The staff shall further be gauged on his competency in the same form.
4. At the end of the probation period, the immediate superior shall submit to the HR Department the recommendation of confirmation of position. If the staff is recommended for confirmation of service, then a letter of Confirmation of Service shall be produced.
5. If the staff’s performance is not satisfactory during his probation period, the University may consider the following;
   • Termination of services or;
   • Extension of probationary period. Upon the expiry of the extension period the staff may be recommended for confirmation as per step (iv); or be terminated should he again fail his probation.

2.4 CONFIRMATION

Policy

• Permanent staff 
  Permanent staff is subject to probation period as stated in the offer letter. The University has the right to extend his/her probation period if staff fails to perform within period given; or be terminated his/her service due to poor performance (please refer to Probation Policy).

• Contract Staff
  Staff who is employed on a fixed-term contract subject to probation period as stated in the offer letter. The University has the right to extend his/her probation period if staff fails to perform within period given; or be terminated his/her service due to poor performance (please refer to Probation Policy).

• Staff of the University shall only be deemed a confirmed staff once a written confirmation letter is communicated to the staff.

• Upon confirmation, the staff will be entitled to all the benefits extended to all University’s confirmed staff members.

Procedures

Contract Staff and Permanent Staff

1. i) Please refer to Probation Policy

2.5 TERMINATION OF EMPLOYMENT

Objectives

• To ensure compliance to legal requirement when dealing with termination of staff’s service

• To minimize work disruption by providing Management sufficient time for replacing replacement and train new staff.

Policy

1. Either party may notify in writing of the termination of employment in accordance with the staff’s contract of employment.
2. For termination in lieu of such notice, either party shall compensate to the other a sum equivalent to the basic salary for the notice period required or the staff may offset with earned leave subject to written approval from Management.
3. The staff must surrender all University documents, files, keys, and other properties in his possession, upon his termination of employment with the University.
4. All University properties must be returned by the last day of service.
5. The staff shall reimburse the University the value of the replacement cost for any item/s or University property that is lost or destroyed while under his custody.
6. The staff shall be required to settle all outstanding liabilities and obligations with the University before any monies due to him are released.
7. The length of notice for resignation or termination of employment shall be as follows:
   

   Category Staff	Under Probation	Confirmed Staff
   Executive and Non-Executive	One (1) week	One (1) month
   Managerial & Senior Management	One (1) month	Two (2) months

8. The superior must ensure that the staff prepares a Handover Report of any outstanding work and return all files, documents and assets under his custody before the staff’s last day of service.
9. Upon his resignation, the staff is expected to settle in full all outstanding debts with the University on or before the last day of service.
10. The University reserves the right to withhold all monies due to the staff until all debts with the University are settled.

Procedures

1. Upon receipt of the letter of resignation, the immediate superior shall decide whether to accept the resignation or to retain the staff, within three (3) working days.
2. An exit interview shall be conducted by the Head of Department / Faculty and/or HR Department within one (1) week for the following reasons:
   • to retain the staff;
   • to find out the reason(s) for resignation;
   • to work out ‘handing over of duties’
3. When a final decision is reached, the HR Department shall issue an Acceptance of Resignation Letter to the staff concerned.
4. The HR Department shall liaise with the staff on the following:
   • All Regulatory Form (if any);
   • Return of University’s properties / assets;
   • Staff’s last day of work and issuance of final salary (normally by the end of the month).

2.6 TERMINATION DUE TO BREACH OF CONTRACT / CONDUCT

Policy

1. The University shall apply disciplinary procedures in accordance with the guidelines laid down by the country’s law in any location that the University operates.
2. The University reserves the right to terminate without notice, the service of an staff who is absent from work for more than two (2) consecutive working days (i.e. 48 hours) without informing or attempting to inform his superior or the HR Department, and without valid or reasonable excuse. This includes any staff who is found guilty of any conduct inconsistent with the fulfilment of the expressed or implied conditions of service.
3. In the event of a wilful breach of contract on the part of staff, the employment may be terminated without prior notice and without pay in lieu of notice. The staff shall only be entitled to payment of the proportionate amount on salary and allowance (if any) due to him up to the time of such dismissal.
4. The University may dismiss its staff based on the seriousness of misconduct committed on the following grounds; among others are.
   • Inefficiency
   • Failure to learn and master the trade
   • Dishonesty
   • Negligence
   • Carelessness
   • Act of insubordination
   • Abuse of position o office or authority
   • Conviction for criminal offence
   • Breach of University’s working regulations and rules
   • Indiscipline
   • Other Misconducts (see : Disciplinary Rules & Regulations)

Procedures

1. When a staff member has been absent in excess of 48 hours or two consecutive working days, a registered letter shall be sent to his last known address.
2. If the staff is still absent or nothing is heard of him or no satisfactory explanation is given by him or if the registered letter is returned undelivered seven (7) days after the date of posting of the said registered letter, the staff is deemed to have at his own accord broken his Contract of Service.
3. A letter of termination of contract will be sent to the staff to effect the separation.

For Procedures on termination for breach of conduct, please refer to Part 4 of this policy, ‘Disciplinary Rules and regulations’.

2.7 RETIREMENT

Objective

• To set the age limit in order to effect the separation of permanent staff under normal circumstances

• To minimise work disruption by allowing Management sufficient time to find suitable replacement and training of new staff.

Policy

1. All staff upon attaining the retirement age shall retire from the service of the University.
2. The retirement age for all staffs shall be fifty-eight (58) years.
3. The optional retirement age for male staffs is 50 years old and for female is 45 years old.
4. In the absence of a birth certificate, the date of birth as shown on the identity card is deemed to be the date of birth for the purpose of determining the retirement age.

Procedures

1. The retirees’ list shall be prepared by the HR Department, six (6) month before their retirement dates.
2. The list will be sent to respective Department or Division Heads to remind of them of their staff retirement and to prepare a proper handing over.
3. One (1) month notice shall be given by the University as notice of retirement to the staffs who are not considered for re-employment.

2.8 EMPLOYMENT AFTER RETIREMENT

Objective

• To ensure that knowledgeable staff with critical skills and competencies for the organization continue to provide service temporarily in order to prevent immediate brain drain.

Policy

1. Due to exceptional operational reasons, re-engagement of retired or due to retire staffs maybe necessary and the following rules shall apply:-
   • A break in service of at least one month.
   • Staffs concerned shall be given a Letter of Engagement.
   • Staffs on temporary employment shall be entitled to proportionate benefits according to the duration of extra service required.
2. A retiree must be certified medically fit for further employment by the University’s doctor before recommendation for re-employment can be considered.
3. Staff employed under contract or re-engaged may be provided with different remuneration package compared to a permanent staff.

Procedures

1. The HR Department will prepare approval paper to the Rector for extension or re-engagement of the retired staff.
2. Once the approval is obtained, the staff shall undergo a medical check at the university’s panel doctor
3. If the staff is certified fit for employment, the staff will be given offer of employment.

2.9 RETRENCHMENT

Objectives

• To reduce cost of manpower during times of economic downturn especially when business activities are significantly reduced.

• To reduce staff force on ground of redundancy due to organizational restructuring.

Policy

1. The University reserves the right to carry out any retrenchment exercise.
2. The retrenchment exercise shall apply only to those staffs of the University who are declared redundant, by reason of :-
   • Reorganisation of the corporate structure of the University which results in the operational requirement for a particular position to become surplus.
   • Who have ceased to be employed due to total or partial closure of the University.
3. Retrenchment of staffs shall be the last resort after the University has exhausted all other avenues of reducing cost.
4. When retrenching its staffs, the University shall at all times adhere to the provision of the relevant existing legislations.
5. In the event of any retrenchment exercise, the retrenchment benefits shall be in accordance with the prevailing Laws of country where it operates its business.
6. The University will notify the staff affected by redundancy not less than two (2) months or give pay in lieu of notice prior to the date of termination of employment.
7. The staff whose service are terminated on the grounds of redundancy shall receive:-
   • notice or pay in lieu of notice period, and

2.10 INDUCTION PROGRAM

Objective

• To expose new staff on the organization’s business, value-chain and policies.

• To assist new recruits to effectively assimilate into the organizational culture and working environment.

Policy

1. The HR Department and the respective Head of Department / Faculty shall be responsible for providing an induction programme for all new recruits to ensure that they will be able to adapt to the working environment of this University.
2. The induction programme primarily covers:
   • Getting to know the University’s business operations;
   • University’s organizational structure and set up;
   • HR Policies, regulations and benefits;
   • Briefing of job responsibilities and expectations.

Procedures

1. The HR Department and the respective Head of Department / Faculty shall welcome the new recruits
2. The new staff will then be given briefing by the HR Department on:-
   • Organizational Structure
   • General functions of departments of in the university
   • Company policy and procedures
3. The Department Head or immediate superior shall subsequently take over to brief new recruits on their jobs’ responsibilities and expectations.
4. The Head of Department is responsible to furnish the new staff his job description
5. The Head or representative will then explain on the department structure, policy and processes involved.
6. The new staff shall be introduced to other staff members of the department.
7. Department Head shall also bring the new staff to tour the work area.

2.11 PERSONAL RECORDS

Objectives

• To build and update the staff’s historical databank.

• To ensure availability of staffs’ records for the purposes of reference and decision making whenever required.

• To establish a list of contact points of staff’s family members in case of an emergency.

Policy

1. The HR Department shall be the custodian of all personal records and shall be responsible for maintaining up-to-date information on all staffs.
2. All personal records shall only be released strictly on a need-to-know basis.
3. Internal access to these personal records shall be strictly on a need-to-know basis.
4. The University recognises that its staffs have the right to confidentiality and as such, it must be prudent in seeking, using and safeguarding staff’s personal data. It is the policy of the University therefore, to collect, retains and only uses this information for:
   • job-related decisions;
   • payroll and benefits systems;
   • Government reporting regulations.
5. The University shall also release information to external parties if it is required by law.
6. Staffs shall be required to provide the University with accurate and up-to-date information for their personal records as and when requested by the HR Department.

Procedures

• The HR Department shall be responsible for distributing the “Personal Update Form” (HR 004) to all staffs annually.

• All “Personal Update Form” are to be completed and returned to the HR Department within one (1) month from the date of issuance of forms.

2.12 BUSINESS HOURS AND WORKING DAYS

Objective

• To establish clearly defined working hours to support the business operations of the University.

Policy

1. Working days, hours and rest times/periods are scheduled to suit the University’s operations and maybe changed as and when deemed necessary
2. The rest period of the staff may be staggered or changed to accommodate the University’s operations.
3. All staff is expected to work beyond their normal working hours should the operation or the business environment warrant them to perform additional hours of work.

The official working hours:

From 8:30 am – 5:30 pm

Lunch 45 minutes

Friday lunch hours is 2 hours from 12:30 – 2:30 pm

Procedures

1. All staff are required to register their names in the “staff attendance system” daily for time recording and/or adhere to any forms of time management system implemented by the University.
2. Any non-compliance of this regulation shall be subjected to disciplinary action.
3. In the event that the staff did not sign in or out without valid reasons, he is deemed as to have been absent without leave.

2.13 TRANSFER /RELOCATION

Objectives

• To retain good staffs who may have a problem fitting in the current working environment.

• To utilise the expertise, skills and knowledge of the staff to assist other Department.

Policy

1. The University may at its discretion transfer or relocate any staff to another location, department, faculty, section, branch or subsidiary within the Group where the service of the staff is required.
2. Transfer may include secondment, relocation or redeployment. All transfers may be initiated for any of the following reasons:
   • a position is created or left vacant;
   • a reorganization of positions and/or staffs for better efficiency or because of technological changes; example – computerization or automation;
   • A staff’s expertise is needed in another department, section, branch or subsidiary within the Group.
3. All transfers shall be made in writing before they take place.
4. Transfers do not normally involve a salary revision unless due to exceptional cases. However, should the transfer period exceeds twelve (12) months; a relocation allowance shall be given.
5. The HR Department shall assist in co-coordinating all transfers to ensure a smooth and proper administration of the transfers.

Procedures

1. The management will inform HR Department on the transfer decision.
2. HR Department will look into legality and advise the management
3. When HR Department confirms the decision is based on country employment laws and university’s HR Policy, a letter of transfer together with terms and benefits (if any) will be prepared
4. Transfer letter will be sent to the affected staff
5. Once the staff received the letter, he is expected to do preparation of handing over of his present duties to his immediate superior
6. Transfer will take place when the staff has reported for duty at the new location/department.

2.14 REQUEST FOR TRANSFER

Policy

1. Staff may also request for transfers which may be granted based on the following grounds:
   • Compassionate nature;
   • Broaden job experience.
2. Such request is subject to the availability of vacancy and the mutual approval of the respective Head of Department / Faculty and remains the sole discretion of Management.

Procedures

1. Requests must be submitted in writing to HR Department by the respective staff with the recommendation from Head of Department / Faculty.
2. The HR Department upon receiving the official request shall liaise with the respective Heads concerned.
3. If transfer can be affected, the HR Department shall issue the Letter of Transfer and any other necessary documentation.
4. Notwithstanding all transfers whether requested by the University or the staff, the length of service shall be deemed as continuous.

2.15 PROMOTION/UPGRADING

Objectives

• To provide career advancements for staffs wishing to excel and progress with the University.

• To reward and recognise staffs for their exemplary efforts and commitment.

• To promote academic staff whose performance demonstrates particular merit in teaching, research and other related duties

• To implement and execute effective staffing plans for the University.

Policy

1. The University shall observe the policy of promoting and upgrading suitable and able staffs from lower grades to higher grades before considering external candidates.
2. Promotion and Upgrading is defined as follows:-
   • Promotion – a staff member can be promoted to a vacant position of a higher category, which is a new job with a wider scope of duties and responsibilities;
   • Upgrading – A staff can be promoted to a higher grade in the same category with an expanded job scope.
3. All promotions must be recommended by Head of Department / Faculty, supported by the staff’s annual performance management review and approved by the Management.
4. Recommendation for promotion must be submitted together with the following information:-
   • Past years performance record
   • Career history with the company
   • Qualifications
   • Research / papers presented
   • Scholarly written articles
   • Books published
   • Awards / Achievement
5. For certain position, the university will appoint Promotion Committee to evaluate the merit of the promotion
6. Staffs promoted shall have to undergo a probationary period of three (3) to six (6) months in the new function effective from the date of the promotion (as stated below):
   

   CATEGORY / GRADE	PROBATION PERIOD
   Executive and below	3 months
   Managerial and above	6 months

7. The criteria for promotion from one grade to another shall be based as follows:-a) For Academic Staff
   • Contributions of staff to the goals of the university,
   • The staff has demonstrated outstanding performance on four (4) principal functions:-
     • teaching (and related duties) including supervision,
     • research, scholarship and creative activity,
     • administration, service and leadership in the university and
     • Professional activity including service to the community.
   • Length of service
   • Additional qualification obtained

   b) For Non Academic Staff

   • Contribution of staff to the goals of the University
   • Performance of his capability
   • Length of service

Procedures

1. Department Head shall send the promotion proposal to Head of HR with endorsement from Division Head / Deputy Rector.
2. HR will then prepare candidate’s profile, career history together with his/her previous performance record.
3. Head of HR will then send to Deputy Rector – Finance & Administration for endorsement.
4. The proposal will then send to Rector for his approval.
5. HR Department will then prepare letter of promotion.
6. A letter of confirmation shall be issued to the staff upon completion of the probation period for promotion.

2.16 TRAINING AND DEVELOPMENT

Objectives

• To meet the requirement of the University and related legislation on human resources development

• To maximise productivity and to enhance performance by providing adequate training and development to staff.

• To acquire knowledge and capability for greater responsibility within the limits of their potential and to advance on University – wide basis.

• To provide a structured programme for staff development as a fulfilment of the University’s Succession Planning.

• To retain staffs by motivating them through training and development.

Policy

1. The University shall endeavour to provide all confirmed staffs with the appropriate training and development programmes to improve job performance, productivity and promote organizational efficiency.
2. Notwithstanding the above, all supervisory staffs and above are responsible for providing on-the-job training and coaching to their subordinates as part of the staff’s training requirements.
3. Selection of staffs for training courses and seminars shall be based on recommendations by the Head of Department / Faculty to be forwarded to the HR Department based on the training needs analysis. Final approval shall be by Management.
4. Trainees are required to transfer their knowledge/ skills acquired during the training course by way of conducting briefing sessions internally or to prepare a summary of learning points for training attended.
5. A copy of a complete set of the course materials is also required to be handed over to the HR Department for future staff training purposes. This is applicable to external as well as internal training provided by the University.

Procedures

1. HR Department will distribute training plan at the beginning of financial year.
2. Head of Department/ Faculty will propose training program for staff and send Training Nomination form (HR 006) to HR Department.
3. HR Department will prepare list of participants and send invitation with details information of the training program.
4. Staff will then attend the training program.
5. Staff are required to complete the Training Evaluation Form (HR 007) at the end of the program and send to HR Department.
6. Upon the completion of these courses, Head of Department / Faculty are encouraged to discuss and review the areas that would benefit from the implementation of knowledge/skill acquired from them.

2.17 CONDUCTING CONSULTANCY (SHORT COURSES AND TRAINING FOR EXTERNAL ORGANISATIONS)

Objectives

• To encourage and develop the research and learning activities of the university through participation in industry related activities

• To provide financial incentives to encourage university employees to undertake consultancy activities

• To ensure an appropriate return to the university for the deployment of its resources

• To encourage links between the university and industry and business groups.

• As a guideline to protect the university from liability in terms of legal, taxation issues and conflict of interest arising from the consultancy activities.

Definitions

• Consultancy is work of professional and technical nature, undertaken by the University staff member in his field of expertise, to an external party and for which payment is made to the staff member through the University.

Categories of Consultancy

• Private consultancy is consultancy work undertaken by a staff member in his / her personal capacity as an individual or through partnership, private company, trust or any similar entity for remuneration or other consideration. The consultancy work under this category is conducted without using the University resources of infrastructure.

• University consultancy work undertaken by staff members where the work carried out requires the use of the University name, services, space, facilities, equipment etc.

Principles
a. University consultancy

• Charges will ensure full cost recovery for services provided
• Unless specifically approved by the University, the staff should not derive income from consultancy other than that distributed to staff through the University
• Staff must be capable of performing the work required.
• The consultancy must first be approved by the Rector.

1. Private Consultancy

• The staff member undertaking the proposed private consultancy work will not adversely affect the ability of the staff member to satisfactorily perform their normal duties in accordance with the employment contract.
• The proposed timing and time taken for the consultancy is acceptable to the Head of Department of the staff member.
• The staff member is advised to have professional indemnity insurance covering all potential damage or loss sustained as the result of negligence carried out in the course of performing services in relation to the proposed Private Consultancy. The University insists that all Private Consultancies must be entered into by way of written contract or agreement between the staff member (consultant) and the contracting party of client.
• Any payments relating to the proposed Private Consultancy are made to the staff member through the University.
• The consultancy must first be approved by the Rector, through recommendation of the Deputy Rector.

Policy

1. The total consultancy work of a staff member shall normally be limited to a maximum of ten (10) hours per week, unless otherwise approved by the University.
2. The proposed consultancy shall not compete or be in conflict with services provided by or soon to be provided by the University, or within an area that would normally be offered by the University. For example, teaching of courses at other competing institutions of higher learning shall normally not be approved.
3. Any courseware and syllabus development of the University current and future degree program shall not be considered as part of the consultancy.
4. Allocation of human resources for internal or external projects must be done by the relevant Director / Head to ensure both external and internal projects are NOT delayed and all are completed on time.
5. As for whether a staff member could be paid for external project, it has to be reviewed and recommended by the Deputy Rector to the Rector on a case to case basis. Any application of payment for such external project should be done through normal consultancy procedures. An important deciding factor for those staff whose main duty is for internal projects is that the staff member must spend not less than 40 hours per week for internal project as part of consultancy. However if a staff member’s main duty is for external project, then he/she should not be paid for external project.
6. For staff involving in user-training for the system they developed as part of the project development, they shall not be paid.
7. All executive staff members working on the University internal or external projects are not allowed to claim Overtime / Replacement Leave
8. If a non-executive is paid based on external consultancy, he/she is not allowed for OT claim for the same job (i.e. no double claiming)

Procedures

1. Staff members shall be required to fill up the Application Form to conduct consultancy.
2. All applications shall be submitted to the Deputy Rector Research & Development and Academic for consideration and recommendation. Then, the Rector will give the final approval.
3. All applications must be submitted to Human Resources Department not less than four (4) weeks prior to the start date of the project.
4. Staff members shall not commence the consultancy work without prior approval of the Rector.
5. All claims for payment shall be made through submission of the Claim Form.
6. The staff members (through Dean / Director / Head) shall inform the Finance Division if is required that the University should invoice the external organization for the payment.Lecturer short course / Training RevenueApportionment of the Consultancy Revenue

7. Total net revenue for a financial year (i.e. from 1stJanuary to 31stDecember of a year), regardless of the number of projects	Percentage of net income for the University	Percentage of net income for the employee
   First RM15,000.00	10%	90%
   Second RM15,000.00	20%	80%
   Remainder	30%	70%

8. Short course / Training	Net income for the employee per hour
   Per hour	RM 200

2.18 RE-EMPLOYMENT

Objectives

• To consider the issue of re-employment by analyzing the former staffs’ past performance, work attitudes and contributions whilst in the University’s employ.

Policy

1. Former staffs may be eligible for re-employment subject to the following guidelines:
   • staff who left the University on a voluntary basis for personal reasons such as illness in the family or further studies and whose prior employment records were good; and
   • the services of these individuals are essential to the University.
2. Staffs dismissed by the University, including those who have been asked to resign to avoid dismissal are not eligible for re-employment.
3. A re-employed staff shall be considered as a new staff and must waive all rights and privileges from his previous service with the University.

Procedures

Follow the recruitment policy.

3.1 JOB GRADING

Objectives

• group jobs of the same or similar value for compensation purposes

• assure internal equity and consistency in pay rates among staff members

• systematically manage salary progression and job enlargement for all staff members

• to set a clear career path for all staffs within the University;

• to establish clear guidelines in the allocation of appropriate status, salary and benefits to all staffs.

Policy

1. All staffs shall be assigned to a job grade based on the evaluation of the staff’s job responsibility in relation to his knowledge, accountability and problem solving capability.
2. This list of job grades is not meant to be exhaustive. In the event of any doubts, reference should be made to the HR Department for clarification or confirmation.
3. The job grading structure is as follows:Administrative
   

   Category	Grade	Position
   Managerial	E1 – E2	Senior Manager, Sr. Accountant, Finance Manager, Manager, Accountant, Solution Architect, Project Manager, Researcher
   Executive	E3 – E5	Translator, Personal Assistant, Senior Executive, Senior Librarian, Research Assistant, Executive, Officer, Librarian, Asst. Translator, Associate Accountant, Sr Account Executive, Accounts Executive, Accounts Officer, Network & Security Engineer, System Administrator, Jr Network Engineer, Software QC, Flash Developer, Web Developer, Analyst Programmer, Multimedia Programmer, Instructional Designer, Graphic Designer, IT Support Officer, Jr. System Administrator, Jr. Multimedia Designer, Jr. Network Engineer, Jr. Instructional Designer
   Non-Executive	NE1 – NE2	Accounts Asst, Accounts Clerk, Senior Admin, Assistant Receptionist / Front Desk Representative, Senior Technician, Accounts Assistant, Admin Asst., Technician, Driver, Asst. Librarian, Dispatch / Office Boy, Janitor / Cleaner

   Academician

   Category	Grade	Position
   Managerial	A5	Professor
   	A4	Associate Professor
   	A3	Assistant Professor
   Executive	A2	Lecturer
   	A1	Tutor

   Procedures

1. Reference should be made to the Head of HR with regards to the job grading of staffs in terms of recruitment, job placement, promotion, transfer, and salary matters.
2. Where guidelines in the Job Grading are insufficient, the Head of HR shall consult Management for a decision on matters relating to the creation of new positions and the salary range for the candidate concerned.

3.2 PERFORMANCE MANAGEMENT

Objective

• To ensure that the organization and all of its subsystems (processes, departments, teams, staff) are working together in an optimum fashion to achieve the results desired by the organization.

• To improve organizational effectiveness in the accomplishment of universitys mission and goals.

• To reward good performance and to provide necessary training and/or counselling, coaching or guidance for below-par performance.

Policy

1. This is a periodic exercise undertaken to evaluate staffs based on the following criteria:
   • job performance;
   • contribution;
   • competencies;
   • productivity;
   • training needs; and
   • Career development.
2. The staff performance review shall serve as one of the criteria for recommending any salary increment, bonus payment, promotion or transfer as well as identifying the individual’s training requirements.
3. Any increment which the staff may receive will be based on the merits of his performance evaluated by Heads of Department/Faculty and are subjected to the financial performance of the University and within the Group.
4. All Heads of Department shall communicate to the staff on how they are evaluated and what are the areas of improvement so that they can improve themselves and be more productive.
5. The overall coordination of staff’s performance review shall be the responsibility of HR Department. The evaluation of each staff shall be carried out by his immediate superior and reviewed by the Heads of Department/Faculty within one (1) month prior to the submission date.
6. The immediate superior shall complete the appropriate Staff Performance Management Form (HR 008) and arrive at the overall performance evaluation after a discussion with the staff concerned.
7. The immediate superior shall plan to meet with the staff to discuss his evaluation. Each appraisal interview must be honest and specific. The interview should be objective and job-oriented.

Procedures

1. The HR Department shall distribute the staff review list including the Performance Management Form to the respective Heads of Department / Faculty at the beginning of Financial Year (FY) period.
2. There are two (2) different sets of appraisal forms for the different categories of staffs:
   • Non-Managerial;
   • Managerial.
3. The immediate supervisors will conduct a discussion with his staff to clarify expectations and outcome (Performance Planning)
4. Once the Performance Planning part is completed, each Heads of Department / Faculty must send a copy of the Performance Targets that have been planned to the HR Department
5. One month before the end of FY period, all supervising staffs are required to conduct a discussion to review their staff’s performance. The discussions shall address the followings:-
   • Outcomes of the targets planned
   • Provide overall feedback of the overall individual performance
   • Review any training and development program
   • Future direction of Department / Faculty and the staffâ’s role in the plan
6. Following the completion of the evaluation meeting, the staff shall sign his Staff Performance Management Form and return it to his immediate superior.
7. This Staff Performance Management Form shall be returned to the HR Department for consolidation and filing purposes.
8. HR Department shall then tabulate all Performance results by department
9. The summary shall be made available for top management.

3.3 ANNUAL LEAVE

Objectives

• To standardise annual leave entitlement in order to maintain consistency.

• To ensure minimum disruption when staffs go on leave.

Policy

1. All staffs are entitled to paid annual leave and entitlement for annual leave is as follows:
   

   Service Years	Non-Executive	Executive	Manager & above
   Up to five (5) years	17 working days	20 working days	23 working days
   Five (5) to ten (10) years	20 working days	23 working days	26 working days
   Above ten (10) years	23 working days	26 working days	29 working days

2. Annual leave shall be in addition to rest days, public holidays and sick leave to which staff is entitled.
3. New staff member is only allowed to take the annual leave after twelve (12) month after reporting for duty.
4. A staff shall be entitled to the annual leave after serving the university continuously for 12 months. However, in cases of emergency, advance leave shall be granted. Leaves granted in advance however shall not exceed the staff’s earned leave available.
5. When staff has completed 12 months continuous service after initial engagement, his annual leave entitlement shall be calculated up to the end of the calendar year during which he has completed such 12 months service, thus converting annual leave entitlement to calendar year basis. Thereafter he shall be granted annual leave during the calendar year in respect of service during the calendar year.
6. However, if staff has not completed 12 months of continuous service with the university during the year in which his contract of service terminates, his entitlement to paid annual leave shall be in direct proportion to the number of completed months of his service.
7. There shall be no encashment of unutilised leave. Pay-in-lieu of notice of annual leave shall only be granted in cases of resignation, retirement and retrenchment. Dismissal as the outcome of misconduct shall not be entitled to the above.
8. Annual leave not utilised in any one year may be accumulated to the following year up to half (1/2) of his entitlement only and can be accumulated for 2 years.
9. In the 3rd year, if there is still accumulated leave available from the first year, it shall be automatically forfeited.
10. The remaining of unutilized leave (balance of Annual Leaves exceeding the entitlement) can be used before end of February of the following year or else the leave shall be forfeited.
11. Staff who becomes ill or injured while on annual leave may have his annual leave extended by one day for each working day he is certified unfit for work either by the University doctor or a registered medical practitioner provided the staff or his representative informs the University the number of days sick leave and approval is sought for extension of annual leave.
12. The University reserves the right to nominate common annual leave days, not exceeding a total of five (5) working days in any calendar year. All staffs must proceed on leave on the nominated common annual leave days.
13. The University reserves the right to call a staff back from his leave or reject his leave application due to exigencies of work.
14. A staff may use the balance of his annual leave to offset the whole or part of the required notice period of his resignation.

Procedures

1. Staff shall apply for the annual leave 5 days in advance and shall not absent themselves from duty for the purpose of annual leave without prior approval of the university.
2. Application for annual leave must be through online application: www.iloginhr.com.
3. Annual leave shall be deemed approved once the Head of Department / Faculty / Head of Division has endorsed the online application via iloginhr.com.

3.4 SICK LEAVE

Objectives

• To grant a staff that is certified medically unfits for work, to rest and recover.

• To check and control abuses.

Policy

1. Paid medical leave shall be granted to staffs that are certified to be medically unfit for work by the University’s Panel Doctor or a registered medical practitioner in the case of an emergency.
2. Registered Medical Practitioner is defined as a Medical Practitioner registered under the Medical Act 1971. This does not include traditional practitioners, Sports therapist, homeopathy or the sorts.
3. Paid medical leave shall be granted for a maximum period of:
   • Where no hospitalization is required:
     • 14 days per annum for staffs who has served the University for less than 5 years.
     • 20 days per annum for staffs who has served the University for 5 years or more.
   • 60 days per annum, in addition to the above where hospitalization is required, or, if hospitalization is required but the staff is not hospitalized due to acceptable reasons.
4. Medical leave in excess of the above limits shall be treated as annual leave and shall be deducted from the staff’s annual leave entitlement. If his annual leave has been fully utilized, the excess medical leave shall be treated as unpaid leave.
5. Where staff who seeks medical treatment from the University’s panel doctor or any registered medical practitioner is not subsequently granted sick leave, he shall report for duty as soon as possible after the completion of medical examination.
6. Staff on medical leave is required to notify his immediate superior or the HR Department within 48 hours.
7. Any staff who fails to inform the University of his Medical Leave within 48 hours is deemed to have breach his contract of service and may be liable for termination.

Procedures

1. Staff on sick leave must inform his immediate superior as soon as he gets a Sick Leave from authorised university’s panel
2. If his superior is not available he must inform the representative of the his superior or his next higher level superior
3. Medical leave certificate must be submitted to the Heads of Department / Faculty immediately for certification after returning to work.
4. The certificate will then be passed to HR for recording purposes.
5. Staff who is recommended by the University’s doctor for hospital admission shall have to inform the HR Department to arrange for the ne cessary documentation.

3.5 PROLONGED ILLNESS

Objectives

• To extend the period of paid medical leave to a staff who suffers from prolonged illness such as tuberculosis, leukemia, cancer or paralysis, etc.

• To allow a staff to have a longer period of rest and recuperation.

Policy

1. On the recommendation of the University’s doctors or specialist referred by the University’s doctor, staff found to be suffering from prolong illness such as tuberculosis, cancer, leukemia, AIDS or other illness with hospitalization may be granted a Prolonged Illness as follows:
   • Four (4) months with full pay
   • Four (4) additional months with half pay
   • Four (4) months additional months with no pay
2. The University may consider medical boarding out at the end of the prolonged medical leave period, without further compensation.

Procedures

1. Applications for prolonged medical leave must be in writing together with certification and medical reports from the doctor.
2. The medical report must be submitted to HR Department for verification and recording purposes.

3.6 MATERNITY LEAVE

Objectives

• To allow female staffs time off for pre and post delivery.

• To plan work schedules to prevent work interruptions to the respective departments.

Policy

1. Maternity leave shall only be applicable to confirmed female staffs who have served the University for at least ninety (90) days of continuous service as at the time of application.
2. All female staffs shall be granted a maximum of sixty (60) consecutive days of maternity leave with full pay. Maternity leave will only be granted after the twenty-eight (28) weeks of pregnancy.
3. Leave on account of miscarriage prior to the twenty-eight (28) week of pregnancy will not be considered as maternity leave but as medical leave. (Refer to the policy on medical leave)
4. The sixty (60) consecutive days of maternity leave shall cover rest days and public holidays within the 60-day period.
5. If upon the expiry of the maternity leave of sixty (60) consecutive days, if a female staff is certified by a panel of doctors to be unable to resume work owing to illness arising from pregnancy and confinement, such excess shall be treated as normal sick leave provided she still have unconsumed sick leave. Otherwise, it shall be treated as no-pay leave or annual leave.
6. A married female staff is entitled to maternity leave to a maximum of five (5) surviving children. In the event that the staff has more than five (5) surviving children, it shall be considered as no-pay leave.
7. A female staff can commence her maternity leave on any day within 14 days immediately preceding the expected date of confinement or from the day immediately following the confinement. If the staff is required to report for work before the expiry date of her confinement, she will be provided monetary compensation.

Procedures

1. Application for maternity leave must be submitted thirty (30) days before the commencement of such leave together with a letter from a doctor giving the expected date of confinement to the HR Department.
2. The HR Department shall liaise with the staff as to:
   • the date at which she is expected to report back for work; and
   • whether she wishes to report for work earlier.
3. Medical certification shall be submitted to the HR Department on the 1st day of reporting back for work.

3.7 CONGLATULATORY LEAVE

Objective

• To enable male staffs on the occasion of the birth of his child to make the necessary hospitalisation and domestic arrangements.

• To enable staff to get prepared on his / her first legal marriage

Policy

1. Married male staffs shall be granted paid paternity leave for three (3) working days for the birth of his legal child.
2. Staff shall be required to obtain prior permission before taking such leave by notifying the Department / Faculty Head on the estimated date.
3. Paid Marriage Leave shall be granted to a staff for a maximum of three (3) consecutive working days on the occasion of his first legal marriage.

Procedures

1. All staffs will be required to obtain prior permission before taking the above leaves by filling the Leave Application Form at least one (1) week before such leave.

3.8 COMPASSIONATE LEAVE

Objectives

• To allow staffs to attend to urgent personal matters, for example, immediate member of his family being taken critically ill.

• To grant leave as a benefit to the staff on account of special occasions, unexpected events, circumstances which require immediate attention.

Policy

1. The University shall grant its staff a paid compassionate leave in the event of death or critical illness of own parents, spouse, brothers, sister, children, grandparents and parents-in-law as follows:
   • Local – 2 working days
   • Outstation – 3 working days
2. In the event of natural disaster that directly affects the staffs and / or his properties or belongings, the university shall grant three (3) working days of compassionate leave.
3. Natural Disaster is defined as any such disasters as fire, flood, earthquakes, flooding, hurricane, tornados, landslides or any other disasters defined as Act of God.

Procedures

1. Prior permission shall be obtained before taking the leave. When this is not possible, the staff shall advise his/her management on the duration of absence thereafter by telephone.
2. Upon reporting to work, staff may be required to produce documentary evident of the leave taken.
3. Staff is required to submit a leave application if the leave exceeds the entitlement as provided for here and relevant supporting documents.

3.9 UNPAID LEAVE

Objective

• To allow staffs with valid reasons but who are not entitled to any paid leave, to take leave.

Policy

1. The staff has fully utilized his/hers Annual Leave entitlement.
2. The Unpaid Leave is 1 (one) month for every full one year of qualifying service but not exceeding 3 (three) months in total of service period.
3. Must at least serve the university a minimum of two (2) years of service.
4. Unpaid leave will not be calculated as the total period of service.
5. Applicant is not eligible to any company benefits during the unpaid leave.
6. Approval is based on the following criteria:
   a. Due to death or need to take care of the sick employee’s immediate family such as the employee’s spouse, children, sibling, parents, parents-in-law with a supporting letter from the doctor (illness, injury or medical urgent matter). An urgent matter is an event that is unplanned or out of the employee’s control, and raises the possibility of serious negative consequences, including emotional harm, if not responded to.
   b. Medical problems with a supporting letter from the doctor.
   c. Caring for new born baby (for female staff).
   d. To perform hajj/pilgrimage for the second time or if not eligible for hajj leave.
7. Academic Staff may apply for unpaid leave not more than six (6) months’ if offered as Visiting Lecturer, Senior Fellow Researcher, and Visiting Professor etc.

Procedures

1. Application shall be submitted at least one (1) month prior to leave.
2. The Dean/Director/Head of Division is responsible to assess the application and may / not recommend by looking into the following aspects:
   a. The genuineness of the reasons.
   b. The urgency of the circumstances.
   c. The existing work assignment.
   d.  The availability of existing resources to manage the outstanding assignments.
   e. The temporary absence of the applicant will not jeopardize the effectiveness of service delivery.
3. The Dean/Director/Head of Division may / not recommend the application of unpaid leave. Staff needs to plan for annual leave and not simply apply for unpaid leave. The following reasons will not be considered:
   a. To rest at home.
   b. To work in other organization.
   c. To spend time with family members.
   d. To go for vacation except for performing Umrah or Hajj.
   e. To run a business.
4. Must be recommended by the Head of Department / Dean / Director and Head of Division.
5. Only the CEO can decide the unpaid leave request upon the recommendation of the Head of Department / Dean / Director and Head of Division.
6. If the unpaid leave is not approved by the approving authority, the absence will be considered as absent without official leave and to be forwarded to Human Resource Department for disciplinary action.

3.10 EXAMINATION LEAVE

Objectives

• To encourage staffs to improve themselves academically through the pursuit of courses.

• To allow staffs to sit for examination through the granting of leave with pay.

Policy

1. The University shall grant special paid leave to the staff on application in attending the examination.
2. Examination leave shall be available only to confirmed staffs (at the time of applying for such leave) and at the sole discretion of Management.
3. Examination leave shall be granted based on the actual number of days of the examination.
4. The examination must be relevant to the particular job of the staff; and the course is approved by an approved education authority such as National Accreditation Board (LAN)/ Ministry of Higher Education (MOHE).
5. Examination leave is restricted to the first attempt for each subject of the course.
6. Examination leave shall only be granted for one (1) course pursued. A staff taking two (2) courses simultaneously shall not qualify for examination leave for both courses.
7. The duration of examination leave would be discretionary subject to a maximum of four (4) days in one calendar year.

Procedures

1. Application for examination leave must be made at least one (1) week before the relevant examination using the “Application for Examination Leave” form (HR 010)
2. The application must be approved by Heads of Department / Faculty
3. Documentary evidence must be supported together with the application
4. The Department must submit the approved leave form to the HR Department for recording purpose
5. The employee will be notified of approval or otherwise of such leave by the HR Department

3.11 UNRECORDED LEAVE

Objectives

• To grant staff with pay leave for the specific reason related to the University

Policy

1. Staff may apply for unrecorded leave for the following reasons:
   • Attending Outward Bound Courses or similar courses .
   • Attending seminars / conferences / workshops / on the job training, familiarization visits / vendor training during a rest day or public holiday, and
   • Who attending religious courses approved by the University

Procedures

1. All staffs will be required to obtain prior permission before taking the above leaves by filling the Leave Application Form at least one (1) week before such leave.
2. Refer to policy of Annual Leave

3.12 EMERGENCY LEAVE

Objective

• To allow staffs to apply for leave on short notice (within 24 hours) due to circumstances beyond their control.

Policy

1. Emergency leave must be approved by the Heads of Department/ Faculty under exceptional circumstances only. Reasons and documentary proof (where applicable) must be stated/submitted with the application form to ensure that leave requested is bona fide.
2. Upon the approval of such leave, it shall be treated as annual leave taken. In the event that the reasons are not deemed acceptable, emergency leave shall be treated as unpaid leave.
3. As the name suggests is only available to a staff who must take leave to meet an emergency.
4. The staff must inform his superior or the HR Department on the same day justifying the reason(s) for taking emergency leave.

Procedures

1. Refer to the policy on annual leave.

3.13 SALARY INCREMENT

Objective

• To provide a competitive system to attract, retain and motivate competent staffs.
• To provide a fair and equitable method of assessment which will also encourage all staffs to put themselves forward
• To enable flexibility in assessment in order that the various ways in which staff contributes to achievement of the University’s vision can be rewarded on the basis of consistently applied standards.

Policy

1. Annual increments may be awarded to full-time confirmed staffs based on their satisfactorily performance and the profitability and performance of each cost centre of the University.
2. Annual increments are not mandatory entitlements nor are they automatic. They will be granted at the discretion of Management. Annual increments shall take effect on 1st January of every year irrespective when the staffs first joined the University.
3. A confirmed staff who has not completed a year of service with the University, shall be paid a proportionate annual increment based on the number of completed months of service. Any incomplete month of fifteen (15) days or more shall be calculated as one (1) month.
4. Staffs who have resigned or who are serving their notices shall not be entitled to any annual increment.
5. Management reserves the right to withhold the annual increment for poor work performance and/or for unsatisfactorily conduct as deemed fit by the respective Heads of Department / Faculty.
6. Recommendation for increments must be submitted together with the performance management form endorsed by the immediate superiors and recommended by respective Heads of Department.
7. The HR Department shall summarise the salary recommendations for review of respective Deputy Rectors and approval of the Rector.
8. Upon approval, the HR Department shall issue increment letters to the staffs concerned.

3.14 BONUS

Objective

• To reward and motivate staffs to with objective increase their productivity level.

Policy

1. The award of a bonus is discretionary.
2. Bonus is only paid to confirmed staffs. Should a staff’s service be less than a year, the amount will be pro-rated to the number of completed months.
3. In deciding the quantum of bonus payment, the following factors are usually considered:
   • the financial performance of the University;
   • the performance of individual units and their contributions to the University’s profit; and
   • the individual staff’s performance during the period under review.
4. Bonus shall not be awarded to the following:
   • Staff who have resigned from the University;
   • Staff who is serving notice period; and/or
   • Staff with unsatisfactory work performance.
5. Staffs who are still on probation may be paid an ex-grated sum based on a goodwill basis and/or exemplary performance.

Procedures

1. Management shall issue guidelines to the Heads of Department / Faculty on the submission of recommendations for bonus.
2. Such recommendations are to be returned to HR Department for compilation
3. HR Department will evaluate and analyze the overall results
4. Head of HR will then submit the overall results and recommendation to the Rector for consideration and approval.

3.15 OVERTIME CLAIMS

Objective

• To compensate staffs appropriately for extra hours worked.
• To comply with state legislation

Policy

1. A staff may be required to work outside his normal working hours by the University. Overtime shall only perform at the request of the management and is only payable to a staff whose salary is RM 1,500.00 per month and below.
2. Staffs earning in excess of RM 1,500.00 are not eligible for overtime pay for working beyond the normal working hours. However, they may be compensated via a fixed rated of payment with recommendation by the respective Heads of Department and approved by the Rector.
3. The calculation of overtime claims for staffs earning below RM1,500.00 per month is in compliance with the rates provided in the governing laws of the country.

Procedures

1. Staff must fill-up Overtime Request / Claim Form (HR 011) and send to immediate superior for verification
2. All overtime claims must be approved by the Heads of Department before submission to the HR Department for processing.
3. All overtime claims (together with the duly signed form) should be submitted by the 15th of the current month. This is to facilitate for payment by the end of the month.
4. The period for overtime claims shall be from 16th of the previous month to 15th of current month.

3.16 OVERTIME (FOR EXECUTIVE & ABOVE) AND ON CALL ALLOWANCE

Objective

• To compensate staff who are not entitled for overtime claim especially for staff who are required to work extra hours or standby.

Policy

Salary between RM1,501.00 RM1,999.00

Salary above RM2,000.00

Limitation :

• Maximum claim amount per month is RM520.00. (Maximum hours per month 104)

• Replacement leave must be utilized in the same calendar year and not more than 12 days per calendar year. Only certain circumstances the replacement leave can be carried forward to the following year based on discretion of the Head of Department and Human Resources Department.

Call Back Allowance

1. Staff must fill-up Overtime Request / Claim Form (HR 011) and send to immediate superior for verification
2. All overtime claims must be approved by the Heads of Department before submission to the HR Department for processing.
3. All overtime claims (together with the duly signed form) should be submitted by the 15th of the current month. This is to facilitate for payment by the end of the month.

The period for overtime claims shall be from 16th of the previous month to 15th of current month.

3.17 MILEAGE CLAIMS

Objective

• To ensure that staffs are equitably compensated when using own transportation when travelling on university’s official business.

Policy

1. Staffs who are required to travel within Malaysia using own transportation may claim mileage payments as follows:-
   

   Mode of Transportation	Distance	Below 1500 cc	Above 1500 cc
   Motorcar	1st 500 km 2nd 500 km Subsequent km	RM 0.60 per km RM 0.55 per km RM 0.50 per km	RM 0.70 per km RM 0.65 per km RM 0.60 per km
   Motorcycle	A flat rate of RM 0.25 per km

2. Claims for reimbursement of parking expenses and toll charges incurred while on official duty must be accompanied with receipts.
3. Staff who does not have his own transport shall be reimbursed for actual expenses incurred for example, taxi fares, railway tickets, etc.
4. The University shall not be responsible for any damage to their personal vehicles arising out of accident or any other reasons whatsoever during official travel.
5. Staffs who are entitled to a fixed monthly travelling allowance / reimbursement shall not be entitled to mileage claim but may claim any incidentals. For example: parking, ferry and toll charges incurred whilst on official duties.
6. The University will not reimburse the following:
   • mileage claims on non-university related social functions (for example, staffs functions, etc.);
   • mileage expenses for journeys to and from the normal place of work; or
   • fines incurred by staffs in respect of traffic or other offences committed whilst on official duties.
7. Mileage claims are to be accumulated and reimbursed on a monthly basis. Frequent travellers may be considered reimbursement twice a month.

Procedures

1. Staffs are to complete the Travelling Expenses Claim Form (HR 012)
2. All claims must include the original receipts of expenses and to be submitted for approval of the respective Heads of Department or Faculty.
3. Claims without receipts may be rejected and not reimbursable.
4. After the approval of Head of Department / Faculty, the claim form shall be sent to HR Department for verification
5. HR Department will then send to Finance for payment

3.18 ENTERTAINMENT CLAIMS

Objective

• To reimburse staffs who incurred entertainment expenditure on account of official duties.

Policy

1. The University shall reimburse actual business entertainment expenses incurred by Managers and Officers. The expenses shall be subject to the approval of the Rector with recommendation of Heads of Department / Faculty.
2. All entertainments claims must include the specific names of clients and other necessary details of clients.

Procedures

1. The Entertainment Claim Form (HR 013) shall be completed by the staff attaching appropriate supporting documents for approval.
2. The claim is to be submitted to the HR Department for verification and forwarded to Finance Department for reimbursement.
3. All claims must be submitted within 30 days after incurring the expenses.
4. Claims shall be processed and reimbursed to the staff concerned within one (1) month.

3.19 DOMESTIC & OVERSEAS BUSINESS TRAVEL

Objectives

• To ensure a sufficient budget is allocated for overseas/ domestic business trips.

• To provide the necessary support to staffs who are travelling on official duties in terms of lodging, food and other incidental expenses

• To allow the exploring of new business opportunities and the meeting of potential business/ associates outside/ within the country.

DOMESTIC TRAVEL

Policy

1. All outstation trips whether by flight or road transport require approval from Heads of Department and Faculty.
2. Outstation means travelling more than 90km radius from base office.
3. Travel by flight must be on economy class
4. Where possible staff must use the most economical and practical means of transportation.
5. When travelling to outstation staff will be entitled for Subsistence Allowance and Accommodation / Lodging Allowances
6. Subsistence Allowance Entitlement
   • Daily allowances are payable to staff who is away outstation for more than twelve (12) hours a day and/or a continuous period of up to maximum of 29 continuous days
   • Staff travelling outstation (local) for a period of twelve (12) hours or more will be entitled to the allowance as follows:
     

     Category	Rate per day (RM)
     Rector / Deputy Rectors	70
     Deans/Directors/General	60
     Managers Manager / Senior Manager	50
     Executive	40
     Non Executive	35

   • Should the staff travel locally less than twelve (12) hours, the subsistence allowance can be claimed proportionately subject to the meal period involved. Eligibility of meal period is based on the following percentage of subsistence allowance:
     

     Code	Type of Meal	Percentage	Eligibility
     B	Breakfast	20 %	Leaving base office before 9:00 am
     L	Lunch	35 %	Leaving base office before 1:00 pm
     D	Dinner	45 %	Leaving base office before 5:00pm

   • There shall be no meal allowance where:
     • meals are provided for by the University or its associates; or
     • a staff member has been entertained to a meal or where he is entertaining business clients to a meal; or
     • meals are provided on board the flight.
   • In the event where the staff is required to travel outstation on university business for a continuous period of thirty (30) days the staff shall be entitled to 75% of the prevailing daily meal allowance rate inclusive of the departure day and the day of return provided that the departure is before noon and arrival is after 5:00 pm.
7. Lodging / Accommodation Allowances
   • In the event accommodation is required, staff can claim actual expenses or lodging allowance as per the rate below:
     

     Category	Hotel Rate (Maximum) RM	Lodging Allowance (RM)
     Rector / Deputy Rectors	Actual (Suite / Superior room)	80
     Deans/Directors/General Managers	180	75
     Manager / Senior Manager	160	70
     Executive	130	60
     Non Executive	100	45

   • The University shall arrange and pay for hotel accommodation for staffs who are required to travel outstation/ overseas on official duties.
   • All bookings for reservation shall be made through the designated Administrator for the university.
   • When more than one staff is travelling to the same place, accommodation is on a twin-sharing basis for staffs of the same gender and grade.
   • In the event of more than one staff of the same gender travelling to the same place and where at least one of the staffs is of General Manager and above, single rooms will be provided.
   • In the event that both staffs of different grades travel, the accommodation shall be based on the higher grades.

Procedures

1. Staffs must complete and summit the Travelling Application Form (HR 014) together with the itineraries to the Head of Department / Faculty.
2. The Heads of Department/Faculty will then approve the application
3. For travel by air, bookings of flight must be made through the designated Administrator for Corporate Office and University.
4. Travelling expenses must be claimed within seven (7) days of returning using a Travelling Expenses Claim Form and send to Department Heads / Faculty for approval
5. All claims supported with the original receipts of expenditures must be submitted to the HR Department for verification.
6. Once verified, the HR Department will send to Finance for payment.

OVERSEAS TRAVEL

Policy

1. Approvals must be obtained from the Rector prior to any plans made for the overseas trip. The approval shall include the budgeted expenditure of the trip.
2. Managers, Executive & Non-Executive category staffs shall travel on economy class and where possible on the cheapest fare available.
3. Upgrading is allowed subject to exigency of the case and/or due to overseen circumstances and requires approval from the Rector.
4. Overseas Subsistence Allowance
   • Staff who is travelling abroad on universitys business purpose shall be entitled to claim subsistence allowances on a daily basis as follows:
     

     Kingdom of Saudi Arabia
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	120	20 %	35 %	45%
     E6 N3 (Non-Managerial)	100	20 %	35 %	45%

     Egypt
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	100	20 %	35 %	45%
     E6 N3 (Non-Managerial)	80	20 %	35 %	45%

     Gulf States
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	140	20 %	35 %	45%
     E6 N3 (Non-Managerial)	100	20 %	35 %	45%

     USA/ Canada
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	200	20 %	35 %	45%
     E6 N3 (Non-Managerial)	150	20 %	35 %	45%

     India/ China
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	100	20 %	35 %	45%
     E6 N3 (Non-Managerial)	80	20 %	35 %	45%

     UK/ Europe
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1  E5 (Managerial)	235	20 %	35 %	45%
     E6  N3 (Non-Managerial)	185	20 %	35 %	45%

     Australia
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	180	20 %	35 %	45%
     E6 N3 (Non-Managerial)	140	20 %	35 %	45%

     Indonesia
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	70	20 %	35 %	45%
     E6 N3 (Non-Managerial)

     Singapore
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	105	20 %	35 %	45%
     E6 N3 (Non-Managerial)

     Thailand
     	Rate (RM)	Breakfast	Lunch	Dinner
     E1 E5 (Managerial)	90	20 %	35 %	45%
     E6 N3 (Non-Managerial)

   • Should the University provides meal to the staff, or the no subsistence allowance can be claimed
   • The entitlement of each meal allowance is further subject to condition indicated in Table A.
     
     Table A

     Code	Type of Meal	Condition
     B	Breakfast	Leaving base office before 9:00 am
     L	Lunch	Leaving base office before 1:00 pm
     D	Dinner	Leaving base office before 5:00pm

   • In instances where a staff travels to more than one (1) country in a day, the meal allowances payable will be based on the country where he spends the night.
5. Accommodation / Lodging AllowanceThe entitlement shall be as follows:
   

   Maximum rate	Kingdom ofSaudi Arabia / Gulf States (RM)	Egypt(RM)	USA / UK / Europe(USD)	Other Countries
   Managerial & above	300	250	180	Reasonable Actual (Superior)
   Executive	250	200	150	Reasonable Actual (Standard)
   Non Executive	200	150	120	Reasonable Actual (Standard)

6. Own Accommodation (Lodging allowance without receipt)The University shall also reimburse staffs should they choose to stay at their own accommodation. The reimbursement amount is as follows:
   

   Maximum rate	Kingdom ofSaudi Arabia / Gulf States (RM)	Egypt(RM)	USA / UK / Europe(USD)	Other Countries
   Managerial & above	160	140	180	120
   Executive	130	110	150	100
   Non Executive	100	80	120	80

7. Reimbursement for Passport
   • Employee who are required to travel by the university will be paid a subsidy of the cost of their passport renewal / new passport of RM200.00
   • The subsidy will be made once in five (5) years

   Procedures

   1. Staff must complete and summit the Travelling Application Form together with the flight itineraries and other necessary supporting documents to the Heads of Department / Faculty.
   2. The Heads of Department / Faculty will verify them and recommend for approval of Rector.
   3. All requisitions for overseas approval should be allowed a one week processing time. Any application received within a shorter time period will be addressed on a case-to-case basis.
   4. All bookings of flight must be made through the designated Administrator for Corporate Office and University.
   5. The original copy of the Travel Application Form will be kept by the HR Department and a photocopy will be given to the staff concerned.
   6. Staff must fill up the Travelling Expenses Claims Form within two (2) weeks from the returning date.
   7. All claims must be supported with the original receipts of expenditures and must be submitted to the HR Department for verification.
   8. Once approved, HR will send to Finance for payment process

3.20 RELOCATION ALLOWANCE

Objectives

• To assist a staff in the relocation of his family to a new locality comfortably.

• To ensure that the staff is not subjected to any difficulties arising out of the relocation which might affect his performance in the new location

Policy

1. Staffs are transferable at the discretion of Management. Transfers may come in the form of inter department transfers, inter company within the group and also transfer to a different location where the universitys parent company has business interest there.
2. Relocation allowance shall only be granted if the transfer is for more than a year from their base office to another city/ state / country.
3. Expenses incurred in packing and transporting luggage shall be reimbursed against receipts subject to a maximum of RM 1,000 (within the same country) and RM 2,000 (transfer to other country)
4. A staff shall be granted 3 days’ relocation leave to assist him in settling down in the new location.
5. The one-time relocation allowance shall be granted subject to the following:
   • the transfer is not within the same town or state; and
   • the staff has to move the family residence to a new location or has to take up separate residence from his family.

Procedures

1. Staffs are required to complete and submit the Expenses Claim Form to HR Department for verification.
2. This form must be attached with original receipts for all relocation expenditures, copy of transfer letter and prior approvals for additional expenditure incurred (if any).

3.21 PUBLIC HOLIDAYS

Objective

• To comply with the statutory requirements of the Country and the respective State.

Policy

1. The University observes all gazetted public holidays made by the Government.
2. Where a public holiday falls on a rest day, the following day shall be the replacement for the public holiday.
3. Where a public holiday or any other day substituted thereof falls within the period during which the staff is on annual leave, he shall be granted another day in substitution thereof.
4. A staff who absents himself from work on the working day immediately preceding or immediately succeeding a public holiday without prior consent of the Heads of Department and without reasonable excuse shall not be entitled for Public Holiday pay.

3.22 MEDICAL BENEFIT

Objective

• To set out the entitlement and limits of medical benefits for the staffs and their immediate families.

• As part of university’s initiative for the well being of its staff and family

• To comply with the employment laws of the country

Policy

1. Staffs are eligible to receive free medical attention and treatment from the University. They have the option to obtain medical attention and treatment from the University’s panel of clinics or certified private doctors or polyclinics or government doctors.
2. Outpatient Treatment
   • The University shall pay medical expenses for each staff up to a maximum of :-
     

     Job Grade	Maximum Amount per year
     E1-E3	RM 900
     E4-E5	RM 700
     E6-E8	RM 500
     N1-N3	RM 300

   • Medical expenses for immediate family are limited to:-
     

     Job Grade	Maximum Amount per year
     E1-E3	Nil
     E4-E5	RM 200.00
     E6-E8	RM 200.00
     N1-N3	RM 200.00

   • Eligible members of the family must be residing in Malaysia.Married staffs can opt to exclude their immediate families and enjoy the full entitlements of total limit amount of staff and independent per annum.
3. All traditional treatments are not recognised and shall not be reimbursed by the University.
4. The University shall not be responsible for the cost of:
   • cosmetic treatment, consultation or drug;
   • medical check-up for pre-natal or post natal;
   • any cases related to obstetrics and gynaecology;
   • routine physical examination;
   • any charges associated with eye-glasses, hearing aids or dental care and treatment or any other medical, surgical appliances or examinations for such prescriptions;
   • hospitalisation or surgical expenses not reimbursable under the Group Hospitalisation Insurance;
   • any self-prescribed drugs or drugs not deemed necessary by the University’s doctor;
   • any treatment or drugs for mental illness or functional disorder;
   • any treatment or drugs for international self-inflicted injuries or attempted suicide or provoked assault or break of peace or disorderly conduct; and
   • Any treatment relating to any illness or accident arising out and in the course of employment which constitute a valid claim under the Government’s legislation such as SOCSO.

   Procedures
   

   1. Staffs must produce their staff identification cards of the University to obtain treatment from the appointed panel of clinics.
   2. If staff visited non panel clinics, he must first pay and keep the receipt.
   3. All medical claims of non-panel clinics and maternity expenses must be submitted to HR Department for verification and forwarded to Finance Department for payment within 2 weeks.
   4. The HR Department shall monitor and keep records of all medical expenses incurred by each staff.

3.23 SOCIAL SECUTIRY ORGANIZATION (SOCSO) SCHEME

Policy

1. All staffs earning up to RM 3000 are required to be registered as a member of Social Security Organisation (SOCSO) and make monthly contribution.
2. The objective of this scheme is to provide compensation to staffs if they are injured in the course of their work or death arising thereof.
3. Staffs who had before contributed to SOCSO must continue contributing based on the SOCSO’s “once in, always in” rule.
4. The scheme shall be contributed by both the University and staff.
5. Expatriate staff shall be covered under Workmen Compensation Scheme or Takaful Plan

Procedures

1. The staff’s next of kin shall notify the HR Department of in case on industrial accident
2. The HR Department shall notify the immediate superior / Heads of Department / Faculty immediately of the accident.
3. The HR Department shall compile the following documents for submission to the SOCSO Department:
   • Regulatory Forms;
   • Police Report;
   • Accident Location Map; and
   • Original Medical Claims
4. The staff shall submit original medical certificate to the HR Department for onwards submission to SOCSO.

3.24 TAKAFUL / INSURANCE SCHEME

Objective

• To provide financial support to the staff and/or his family in the event of permanent disablement or premature death of the staff arising out of accident.

Policy

1. The University shall provide Takaful / Islamic insurance coverage for confirmed staffs under the policy which will be determined at the university’s discretion.
2. All confirmed staffs shall be included in the scheme i.e. from the date of implementation and subsequently for new staff from the date of confirmations of employment; to the dates of retirement or the dates of cessation from employment with the University.
3. The beneficiary of this scheme shall be the University who will at its sole discretion; pay the benefits where applicable to the staff, his named beneficiary or his next-of-kin.
4. Benefits provided under the scheme shall be subjected to the prevailing terms and exclusion clauses spelt out in the policy.
5. The University shall not be responsible for any expenses incurred by virtue of all the exclusion clauses and expenses incurred in excess of insured amount as indicated in the policy.
6. All staff are covered as per below Takaful scheme:
   • Takaful Group Personal Accident (GPA)
     Under the scheme, staffs are insured against death, permanent and total disablement due to accidents.
   • Group Term Life (GTL) – Natural Causes
     Under the scheme, staffs are insured against death, permanent and total disablement due to natural causes

3.25 EXPATRIATES ADMINISTRATION

Objectives

• To provide general administration of the visa process for the expatriates

• To give extra benefit to the expatriates by paying their expenses of visa for the staff.

• To reduce the burden for the expatriate as a new comer to the University

Policy

1. The HR Department will request all relevant documentation from the new staff in order to submit to Immigration Department
2. All the payment for expatriates will be borne by the University.
3. Offer Letter of new appointment will be issued to new staff once the application is approved by the Immigration Department.
4. Coverage of family members of expatriates are subject to terms and conditions stated in the Offer of Appointment.

3.26 FRINGE BENEFIT

i) Professional Membership

Policy
Actual monthly / annual subscription entrance fees up to a maximum of two (2) professional bodies subject to the Rector’s approval.

ii) Dean / Deputy Dean / Department Head Allowance

Policy
Staffs who are appointed to the above positions of a faculty and / or Academic Affairs or any Departments, may be given allowances as shown below:

Acting Allowance rate is 80% of each particular rate. The allowance will be credited into the staff monthly payroll.

3.27 STAFF STUDY BOND

Objectives
The objective of this policy is to encourage staff to continue studies in MEDIU in order to:

• Develop skills and level of academic achievement.

• Improve their career prospect.

• Facilitate active learning in the workplace.

Policy
To be eligible for the staff bond, staff has to fulfill the following and bound by the rules:

1. Staff has surpassed a minimum of twelve (12) months service in MEDIU with very good evaluation by his/her superior.
2. Staff profile evaluation will be considered during the staff study bond decision. The staff is required to achieve very good performance, with no ethical misconduct, and demonstrates satisfactory administrative cooperation among his/her fellow staff and supervisors.
3. Staff must complete the study within the stipulated semester as mentioned in the offer Letter
4. The Staff Study Bond will not cover the repeated subjects or any extension of study period. Any extension or repeated subjects would be subject to additional fees as per MEDIU Rules, to be paid by the staff before registration.
5. Termination of Employment:
   a. Where a staff departs without completing his/her studies which is part of the approved study program, the staff will be required to pay the amount covered by the University up until the end of the current semester after which the bond will automatically be void.
   b. If a staff’s employment ceases due to the expiry of their contract or MEDIU terminated his/her employment (other than on the grounds of unsatisfactory performance and/or misconduct), the bond will automatically be void.
   Note:
   Upon notification of the staff departure, HR will hold the final month’s salary and any other payment due to the staff. The fee amount will be deducted from the balance owed by the staff.
6. The university has the right to terminate the staff’s study bond in the following cases, after which the staff has to pay to the university amount covered by the University up until the end of the current semester:
   a. Failure to pass the semester.
   b. Failure to pass the VIVA.
   c. Working against the university or publishing fake details about it.
   d. Involved in any misconduct.
7. The University has the right to hold the certificate of the staff until his/her resignation or expiry of the contract period should the staff plan to leave the university in the near future, for clearance purposes.
8. After completion of his/her study, the staff has to serve the university based on the period of their study as per stated in the offer letter for payback of the study bond offered.
9. Staff studying for Degree or Master Structure B and C must go for Part Time Study Mode.
10. Staff can be reached and complete the normal workload beyond the normal working hours to compensate the hours of not attending the office due to attending the registered classes.
11. Study Fees should include Pre-Requisite subjects and all fees as stated in Appendix A are covered by the bond.
12. Staff who applied for deferment or make any changes to the study structure, or apply for special exam or re-sit exam, the fee incurred will be borne by the staff.
13. Staff is required to achieve the required CGPA for completion of the study as per stated in Study and Examinations Rules and Regulations and/or to pass the VIVA.
14. Staff is required to achieve the required CGPA for completion of the study as per stated in Study and Examinations Rules and Regulations and/or to pass the VIVA.
15. Special Conditions:
    If the staff has served MEDIU five (5) years and above at the beginning of the Study Bond, the Management may consider to give benefits where the staff need to be bonded with the university for only one (1) year after successful completion of the program study regardless of level of study, as appreciation of service with the fulfilment the following:
    a. No disciplinary issues.
    b. Full recommendation by the staff’s Head of Division, MSD/HR and EMC.
    c. Must complete the study within the stipulated period (as per the offer letter).
    d. No carry forward of subjects and no extension of study period.
    e. Successful completion of the program study.

Procedures

1. Each candidate must be enrolled in MEDIU at the beginning of the semester before applying for the Study Bond.
2. Application for Study Bond must be done through the Management Services Division (MSD) with the recommendation of the Head of Division.
3. Application of the Study Bond must be made one (1) month before the beginning of the semester.
4. MSD will bring the summary of applications to the Executive Management Committee (EMC) for endorsement.
5. Staff Study Bond Agreement will be prepared by the Management Services Division and a copy will be in the Staff File for record and Student Affairs Division for registration process.
6. Staff to submit the result of every semester to Human Resource Department for record purposes.

Terms & Conditions
**Should the staff choose not to be bound by item no. 8

1. Staff Candidate for Master’s Degree:
   a. The Master Candidate should accept extra tutoring (tutorial tasks assigned by the faculty) if any. Classes should be scheduled outside of the office hours. If conducted within the office hours, the staff’s Annual Leave (AL) may be deducted. (Full semester teaching load should be submitted to HR for AL adjustment to the staff in this bond).
   b. The university may grant the Master program for its staff in the form of appreciation for their service which covers all of the program fees.
2. Staff Candidate for PhD Degree:
   a. For full time lecturer with full load, the PhD Candidate will teach two (2) extra bachelor level subjects each semester.
   b. For administrative staff, the PhD Candidate will teach three (3) bachelor level subjects each semester.
   c. The staff’s Annual Leave may be/shall be deducted for classes conducted within the office hours. (Full semester teaching load should be submitted to HR for AL adjustment).
3. The staff shall not be required to serve the University (after completion of the study) if the staff has fulfilled the required teaching load to revoke the fees, as stated in A and B.
4. The staff must be formally interviewed by the Faculty to ensure that the staff is suitable for the subjects offered and is able to teach.

APPENDIX A
Study fees should include the following:

Objectives

The main objectives of this Rules and Regulations are:-

1. To ensure maintenance of order within the University’s prescribed rules & regulations.
2. To ensure conformity to guidelines and procedures.
3. To instill awareness amongst all staff of the need for discipline in order to achieve the desired institutional goals.
4. To maintain industrial harmony through awareness of discipline in order to correct, guide, develop and regulate work performance/behavior of staffs.
5. To ensure that the rights of the staff and the University are respected.
6. To ensure fairness and impartiality which is vital for proper, effective and stable management.

Coverage

• This is applicable to all staff members of the University.

Policy

1. The University will ensure that there is proper maintenance of discipline and proper code of conduct amongst staffs at all levels so that the atmosphere and working environment is under tolerable supervision where staffs at all levels not only able to understand but also observe discipline.
2. Disciplinary rules and procedures are necessary in the promotion of fairness and order in the treatment of individuals and in the conduct of good industrial relations harmony practice within the University. Rules set standards of conduct at work; procedures help to ensure that the standards are adhered to and also provide a fair method of dealing with alleged failures to observe them.
3. All Heads of Department / Faculty shall be responsible to administer and enforce the disciplinary rules, procedures and guidelines with the advice from the HR Department. Such responsibility involves:-
   • The delegation of duties to the down line supervisory personnel in the maintenance of discipline amongst their subordinates and reprimand of disciplinary actions against undisciplined staffs;
   • The monitoring and ensuring that in the maintenance of discipline and reprimand the disciplinary action, such personnel follows the disciplinary rules, procedures and guideline stipulated herein.
   • The taking of disciplinary actions against such personnel should they fail to maintain discipline, metes out the required disciplinary actions or follow the disciplinary rules or procedures.
4. Notwithstanding such responsibility entrusted upon the Department Heads, every staff has the responsibility to ensure that discipline is upheld. The inherent obligations of a staff towards the University are:-
   • To give faithful and honest service.
   • To utilise reasonable skill and care in his work
   • To obey reasonable and lawful orders
   • To comply with established rules and regulations or terms and conditions of employment
5. Any acts of commission or infraction by a staff which contravene or conflict with the above obligations would constitute misconduct.
6. Disciplinary problems of the subordinate staffs become the sole responsibility of the Heads of Department / Faculty in tandem with his next line supervisors and acting in the capacity of the Human Resource Department technical advice.
7. In order for Heads of Department /Faculty and his next line Supervisors to perform the role effectively, they must:-
   • Accept this role as entrusted;
   • Have the willingness and courage to discipline the workforce;
   • Do not hide or conceal any misconduct reported or of which he is otherwise aware;
   • Not to condone or set a precedent by allowing the misconduct or by setting it without any disciplinary actions;
   • Mete out fair, equitable and consistent disciplinary actions; and
   • Follow, comply and adhere to the rules and procedures and adopt the guidelines as stipulated in this Handbook.

4.1  GENERAL CONDUCT

1. Code of Ethics
   • All staff members are required to adhere to and observe the followings:
     • to faithfully and diligently carry out all responsibility as assigned from time to time by the University’s management and at all times endeavors to perform at the utmost of one’s ability to promote the interest of the University.
     • to obey and comply with all orders and directions given by the University’s management and to observe all rules and regulations, procedures, practices and policies of the University, whether expressed or implied.
     • to perform duties not only in respect of the University, but also in respect of any corporation which is related to the University.
     • not guilty of any act or conduct causing or intending to cause damage to or tarnish the image of to the University, its property, reputation or general interest and in all respects and at all times conduct oneself with propriety and decorum.
2. Confidentiality
   • Staff members will not, even after their terminations of employment, divulge confidential information either directly or indirectly to any person or companies, unless the direction or expressed approval of the University.
   • Staff also shall not discuss any internal or confidential information regarding the University, its business partners, customers, staff or others except when required by law or in the normal and direct transaction of the University’s business.
   • It is also the University’s policy that any information not generally available to the public is to be treated with the utmost confidence and this information must not be shared or used to influence a investment decision in connection with the purchase or sale of securities; and
   • The first obligation of any staff who receives a subpoena or other requests seeking the disclosure of information is to contact University’s Management for guidance.
3. Permission of publication of books/articles and other related works
   • A staff member shall not publish or write any book, articles or other related work which based from information that he received from or through the university except with the permission of the university’s authority
4. Press Release and Public Statement
   • A staff member should inform his immediate superior or Management if a member of the press approaches him; and
   • He shall not either orally or in writing or in any form make any public statements on the policies or decisions of the University nor shall be circulated any such statement made by him or anyone else without prior approval from Management.
5. Outside Employment
   • The whole of staff’s time is at the disposal of the University and no one shall without the written approval of the Heads of Department/Faculty and the Rector:
     • engage in any trade of business; or
     • take part directly or indirectly for payment in work for an employer / a person other than the University

4.2  PROFESSIONAL CONDUCT

Objectives

1. To ensure that staff members conduct themselves ethically in the business and organizational environment.
2. To ensure that the policy is maintained in all dealings internally and externally.

Policy

1. As this is an appointment which calls for the highest professional etiquette and conduct, the staff will carry out his responsibility in the following manner:
   • the academic staff will be required to prepare, review teaching notes, set and mark student’s scripts;
   • any method(s), material(s) and system(s) developed by the University or by the staff in the course of employment shall be the sole proprietary right of the University and the staff recognizes the confidential nature of such method(s), material(s) and system(s);
   • the staff shall not while in his employment in the capacity in which he is currently employed or in any other capacity directly or indirectly carry on or be engaged and be concerned with or take part in the business of a commercial FACULTY and shall not during a period of one year whether by reason of resignation, dismissal, retirement or otherwise have ceased to be so employed, directly carry on or be engaged or take part in business of a commercial FACULTY as proprietor/ partner/ shareholder or in any other capacity within a radius of three miles; In the event of a breach of the above the staff agrees to pay us a sum of RM10,000 as liquidated damages;
   • the staff agrees not take leave or arrange substitutes for his duties without prior approval of the Rector or his appointed representatives;
   • establishes a satisfactory relationship leading to mutual trust and confidence with the students;
   • strives to promote harmony among fellow staffs and avoid all possibilities of conflict among each other;
   • the staff shall not endeavor or coerce student, lecturers or staffs of this University to join other institutions of higher learning;
   • the staff shall not misuse his position or authority for personal or other gain and undertake to make immediate and full declaration of any personal interest which may conflict with the interest of the University;
   • the staff shall not use University’s premises or facilities for the purpose of selling, advertising, publication on any information, making personal profit or engaging in business which has not received the prior approval of Management;
   • the staff is obliged to inform the Management of his past record with reference to criminal convictions, civil liabilities, dismissals etc.
   • The staff recognizes that any breach of the above conditions shall give the University the right to take appropriate action, including immediate dismissal.

4.3 DISCIPLINARY PROCEEDINGS

1. The University will always follow the principal of natural justice when there are misconducts reported to the authority
2. The staff member will be given the opportunity to be heard
3. The university’s authority will investigate any complaints reported with fair and impartiality.
4. If there is punishment meted out, the principle of substantive justice will be followed, that is the weight of the punishment shall be in accordance to the severity of the offences and substantial merit of each case.

4.4  PUNISHMENT

In the event that disciplinary action is to be taken against any staff member for misconduct, it shall be in the following forms depending on the seriousness of the offence:

1. Recorded counseling;
2. verbal warning;
3. written warning;
4. suspension without pay for not exceeding fourteen (14) days;
5. cessation of increment for which he is eligible for a period not exceeding two years;
6. downgrading;
7. termination of service with salary in lieu of notice;
8. dismissal after due inquiry; and
9. any other action permitted by law.

4.5  BREACH OF CONTRACT

Policy

1. Where any staff member has been absent continuously for more than two (2) consecutive working days without prior leave, information or attempt to inform the university authority, he is deemed to have broken a condition in the contract of employment with the University.
2. His services with the University can be terminated, unless he has a reasonable excuse for such absence and has informed or attempted to inform the University of such excuse prior to or at the earliest opportunity possible during such absence.

Procedures

1. Immediate superior must check and confirm the dates of absence and ensure that such absence must be continuous and exceed two consecutive working days without prior leave. This must be done on the third day of absence if the said staff has not reported for work.
2. Where the staff concerned has reported for work on the day immediately succeeding the second day of absence, do not allow him to start work. The Department Head is to investigate whether the staff has informed or attempted to inform of his or her excuses of such absence.
3. In the event there is no evidence to show that the staff has informed or attempted to inform or where the excuses provided is not reasonable, disciplinary action shall be taken.

4.6  GRIEVANCE PROCEDURE

Objective

• To ensure proper handling of grievances to avoid any unnecessary dissatisfaction, low morale, etc;

Policy

1. The channels for handling grievances are as follows:
   • Heads of Department are fully responsible for and accountable to the staff’s grievances as well as resolving them;
   • The responsibility of the HR Department lies in assisting the respective Heads to resolve the problem but the respective heads shall still hold full accountability and responsibility for its successful resolution.

Procedures

1. The following procedures shall be compiled with:
   

   HEARING	PERSON	RAISED TO	TIME FRAME
   1st	Staff	Immediate Superior	Within 3 days

   IF PROBLEM IS UNRESOLVED

   HEARING	PERSON	RAISED TO	TIME FRAME
   2nd	Staff	Heads of Department / Faculty	Within 3 days

   IF PROBLEM STILL UNRESOLVED

   HEARING	PERSON	RAISED TO	TIME FRAME
   3rd	Staff	HR Department	Within 3 days
   4th	Staff and the HR Department	Rector	Within 3 days

   TOTAL: 12 DAYS IN RESOLVING A STAFF GRIEVANCE

   The HR Department may or may not refer to top management depending on the seriousness of the case; The decision of the HR Department shall be final and relayed to the staffs concerned in writing with copies to all parties involved.

4.7  STAFF DRESS CODE

Objective

• General guide for MEDIU staff dress code
• To exhibit our professionalism via appearance in public
• To exercise good judgement in order to serve ummah at large

Policy

1. Dress Code for Female StaffGeneral Features
   • The attire should cover the whole body except the face and palms
   • The attire to be worn should not be tight-fitting but hang loose so the shape of the body is not apparent
   • Sarongs and skirts without slits may be worn if loose and long enough to reach and cover the ankles
   • Should not resemble the men’s clothing
   • The design of the dress should not be elaborate and bold, so to attract attention
   • Must wear socks or stocking
   • Dress must be in dark colors : black / dark blue / dark brown / dark green / dark grey

   Head Cover

   • Hijab (head covering) must be in dark colors : black / dark blue / dark brown / dark green / dark grey
   • The Hijab extend to shoulder border & cover the chest wholly

   Materials

   • Dress materials should not be transparent and revealing

   Blouse

   • A loose fitting blouse covering the hips, reaching and covering the knee with long sleeves may be worn

   Pants
   

   • Pants should not be figure-hugging, should cover the ankles and should be tailored and loose
   • Pants may be worn with a long, loose upper dress covering the hips, reaching as well as covering the knee.
2. Dress Code for Male StaffGeneral Features
   • Smart casual – Long / short sleeve shirt tucked in (except for robe and baju melayu) and long pants (jeans will not be permitted), or
   • Official Office Attire, or
   • Robe
   • Proper shoe – slippers are not allowed
   • Avoid long and untidy hairstyle
   • Avoid any appearance which does not reflect a clean and tidy Muslim

May wear neck tie with official office attire if formal function exists.

APPENDIX

MISCONDUCT

DEFINITION
Misconduct is a mode of behaviour and conduct of a staff which is inconsistent with the expressed or implied conditions or service of the University.

The followings are the illustration of major and minor misconduct. There are not meant to be illustrative and are by no means exhaustive.

a) Major Misconduct

• Soliciting in any trade of business either within or outside campus and university’s premises.
• Wilful insubordination or disobedient of any lawful and reasonable order.
• Fighting or assault within University premises.
• Theft of university’s or staff’s property.
• Wilful or deliberate damage to University property.
• Absence without prior leave or reasonable excuse.
• Gross negligence of duty.
• Possession, consumption, addiction and/or trafficking of narcotics within University premises. This shall include bringing in of narcotics.
• Abuse of claims such as overtime claim, travelling, mileage, etc
• Wilful slowing down of work and inciting other staffs to do so.
• Conviction and/or imprisonment, for any criminal offence.
• Gambling or card playing within University premises, whether for money or not.
• Consumption of liquor
• Forging or defacing medical certificates or other official documents to deceive the university’s management..
• Clocking time attendance for another staff or allowing another to clock-in the time attendance.
• Immoral, indecent or disgraceful acts or conduct within the campus / university’s premises.
• Conflict of interest.
• Abuse of power or authority.
• Act of condoning to a major misconduct by staff whose responsibility and duty is to maintain and enforce discipline.
• Concealment of evidence or proof of a major misconduct.
• Bribery and/or corruption.
• Acts subversive of discipline and good behaviour.
• Disclosing University secrets or information on confidential matters without prior sanction or lawful authority.
• Any form of implied sexual harassment stipulated by the Code of Practice on the Prevention and Eradication of Sexual Harassment in the Workplace.
• Installation of private software in the computer system.

b) Minor Misconduct

• Occasional absence without permission and without valid reasons.
• Occasional coming late to work
• Stopping work before the scheduled finishing time.
• Leaving workplace unnecessarily or frequently.
• Dirtying campus or university premises.
• Not taking proper cares of machines, equipment etc. entrusted to him.
• Putting up notices on the University’s notice boards without prior permission from the management.
• Failure to observe safety, health, cleanliness and environment regulations.
• Failing to record attendance as instructed.
• Unauthorised use of University properties, vehicles etc for personal use / profit.
• Not wearing the uniform, not using safety equipment etc provided by the management, while on duty.

Showing contempt of a superior’s instructions, verbally or by conduct

PROFESSIONAL MEMBERSHIP

OBJECTIVE

Employee membership in a professional body normally which will further enhance the advancement of education and research, enhance the professional standing of university personnel , to carry out the functions of their position, facilitate favourable community relations, or otherwise promote the institutional mission of the University.

Professional Membership Fees are fees paid to an association or organization or professional bodies to provide services, materials and/or information that will contribute to the enhancement of the professional standing of the university personnel or promote the departmental mission and sometimes is an employment requirement.

POLICY
As per University terms and conditions under the clause Professional Membership states that the “ Actual monthly/annual subscription entrance fees up to a maximum of two (2) professional bodies subject to the Rector’s approval:

• Has been working with University for at least six (6) months
• The qualifying professional bodies are recognized and contributes to the excellence and enhancement of the staff or employment requirement or promote the mission of the department
• The membership is related to the member’s discipline
• Recommended by the Head Departments
• Approved by the President

CONDITIONS FOR FEES REIMBURSEMENT

• 100% fees reimbursement for membership of Malaysian professional bodies .
• 100% fees reimbursement for membership for international bodies of the higher class category such as Fellow, Corporate membership or Senior members. Professional membership fees reimbursement of 50% or RM 200.00 per claim, whichever is lower for international bodies of the lower class category.
• Employees are required to submit the applications to HR department.
• Any payment of the membership will be subjected to the Rector’s approval

The following professional membership registration may be considered for the respective fields:

1. For Engineering:

2. For Information Technology:

3. For Management