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Section 2

EMPLOYMENT POLICY

2.1 MANPOWER PLANNING

Objectives

Policy

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

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

Policy

Category / Grade Probation Period
Non Executive Three months
Executives Six (6) months
Managerial and above Six (6) months

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

Procedures

Contract Staff and Permanent Staff

i) Please refer to Probation Policy

 

2.5 TERMINATION OF EMPLOYMENT

Objectives

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

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

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

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

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

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

 

2.12 BUSINESS HOURS AND WORKING DAYS

Objective

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

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

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

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

Definitions

Categories of Consultancy

Principles
a. University consultancy

b. Private Consultancy

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 Revenue

    Short course / Training

    Net income for the employee per hour

    Per hour

    RM 200

    Apportionment of the Consultancy Revenue

    Total net revenue for a financial year (i.e. from 1st January to 31st December 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%

 

2.18 RE-EMPLOYMENT

Objectives

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.