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MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA

MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA. MSD. THE TEAM. HUMAN RESOURCE MANAGEMENT. HUMAN RESOURCE DEVELOPMENT. HR ACADEMIC MANAGEMENT. HR ADMIN. DEVELOPMENT. CORPORATE DEVELOPMENT. HR SERVICES & PERFORMANCE MANAGEMENT. HR OPERATIONS & SYSTEMS.

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MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA

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  1. MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA MSD

  2. THE TEAM HUMAN RESOURCE MANAGEMENT HUMAN RESOURCE DEVELOPMENT HRACADEMIC MANAGEMENT HRADMIN. DEVELOPMENT CORPORATE DEVELOPMENT HRSERVICES & PERFORMANCE MANAGEMENT HROPERATIONS & SYSTEMS OCCUPATIONAL SAFETY AND HEALTH UNIT REMUNERATION HR COMPENTENCY EMPLOYEE BENEFITS & HR RELATION EMPLOYMENT (ACADEMIC) EMPLOYMENT (NON ACADEMIC)

  3. REFERENCES: • IIUM Handbook • IIUM Service Circular • Staff Disciplinary Rules 2012 • Term and Conditions of Appointment Coming Soon….. a) Exit Policy

  4. PROBATION PERIOD : 1- 3 YEARS CONFIRMATION IN SERVICE : • Served on probation for a period of 1-3 years • Successfully attended Induction Course • Achieved a satisfactorily level of job performance • Recommended by HOD

  5. SALARY MOVEMENT • 1ST JANUARY • 1ST APRIL • 1ST JULY • 1ST OCTOBER

  6. SUPPORT STAFF • Has served the University at least *15 years on the appointment grade (excluding the duration of unpaid leave, half pay leave, AWOL etc • APAR – 3 consecutive years • Achieved minimum 42 points for CTD • Asset Declaration Form(Form B) • Clear from any disciplinary offenses • Recommended by the HOD Example : 17-22 or KP11-KP12 Reference : IIUM Service Circular 3/2010

  7. PROMOTION SUPPORT STAFF (2nd LEVEL) & PROFESSIONAL & MANAGEMENT • Has served the University at least 10 years on the promotion grade (excluding the duration of unpaid leave, half pay leave, AWOL etc • APAR – 3 consecutive years (85%) • Achieved minimum 42 points for CTD • Satisfactory attendance record • Asset Declaration Form(Form B) • Clear from any disciplinary offenses • Recommended by the HOD Example : 22-26 or 41-44, 44-48 Reference : IIUM Service Circular 8/2012

  8. COMPETENCY TALENT DEVELOPMENT

  9. APAR ASSET DECLARATION

  10. TRANSFER A transfer is an approach to helping employees develop a career path. A transfer provides experience in other areas of an employee's current department or in a new department within the organization ISSUE @ LIBRARY - INTER CAMPUS TRANSFER • COST OF LIVING ALLOWANCE • OUTSTATION TRANSFER

  11. MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA LEAVE Employee Benefits and HR Relations Unit Management Services Division

  12. FULL PAY LEAVE - Annual Leave - Maternity Leave - Hajj Leave - Sick Leave - Unrecorded Leave • Substitutional Leave • Research Leave • HALF PAY LEAVE • - Caring for sick dependents and immediate relatives TYPES OF LEAVE 3. UNPAID LEAVE - Important personal reasons - Accompanying spouse - Caring for newborn baby - Next-of-kin who is under long medical treatment

  13. Annual Leave Definition: = Full pay leave given due to recognize service period in any particular year, from January to December. = Recognize service is the period of service (working) inclusive of rest days and sick leave, but not inclusive of half pay leave, no pay leave, study leave and cancer and tuberculosis leave.

  14. Annual Leave = Formula for Annual Leave calculation: Recognized service period Annual ----------------------------------- X Leave 365 days Entitlement = Annual leave is accumulated based on number of days and months in a year of service – proportionately

  15. Annual Leave Provision of Annual Leave: 1) Base on entitlement 2) Recommendation from Superior 3) Approval from Head of Department 4) Balance of unutilized Annual Leave can be carried forward or compensated Reasons that can change the Annual Leave entitlement are; - recorded 10 years of service - promotion - renewal of contract

  16. Note: Please take note on the date of appointment to determine annual leave entitlement

  17. Unutilized annual leave OPTION 2: Accumulated for cash compensation (Golden Handshake) • Maximum of fifteen (15) days or half of annual leave entitlement (which ever is lower) per year • Maximum one hundred and fifty (150) days of accumulated leave in service period • Only for staff appointed on permanent status - Formula: 1 X last drawn X number of 30 salary accumulated leave - To be awarded upon reaching the compulsory retirement age

  18. Unutilized annual leave OPTION 2: Accumulated for cash compensation (contract staff) • Maximum of fifteen (15) days per contract period. • Only for academic staff appointed on contract basis holding administrative positions - Formula: 1 X last drawn X number of 30 salary accumulated leave - To be awarded upon reaching the end of contract period.

  19. SICK LEAVE (M.C.) - Fifteen (15) days per year – from registered private panel clinics / hospitals - > 15 days per year – the M.C. must be certified by the IIUM Health and Wellness Centre or Government Medical Practitioners - M.C. must be approved by the superior

  20. Sick leave MCs more than 15 days, a staff could be asked to go for thorough medical check-up Full pay sick leave can be given up to 180 days in a calendar year. - < 90 of sick leave can be approved by the HOD - > 90 of sick leave must be approved by Medical Board

  21. Sick leave

  22. Example of Good Practice of Leave Management • Absent without leave: • No annual leave eligibility • Liaison Officer of Leave certify balance of leave prior submission to approving officer • Approving officer decided based on annual leave eligibility or reason

  23. MATERNITY LEAVE - Eligible for a maximum of 300 days throughout the service with IIUM - Duration between 60 or 90 days for each delivery • Head of Department to notify MSD when the staff returns to work • 14 days of advanced Maternity Leave prior to expected date of delivery(with supporting document)

  24. HAJJ LEAVE - Once only throughout the service - Forty (40) days of full pay leave - Permanent staff must have served at least 4 years and confirmed in service • - Those on temporary basis must have served for more than 6 years continuously • Malaysian contract staff must served for more than 5 years continuously • International contract staff must served for more than 10 years continuously

  25. UNRECORDED LEAVE - Examination (on the day of examination only) • Paternity leave – husband whose wife has given birth (7 days) - Funeral Affairs of biological parents / biological daughter / son & spouse who have passed away (3 days) - Volunteer Organisations Activities • Sports Activities (national/international) • Natural Disaster • Radiation Leave - Associations: • *Annual General Meeting • *Extra Ordinary Meeting • *Annual Training Camp

  26. SUBSTITUTIONAL LEAVE - One day leave may be approved for: - every nine (9) hours of continuous work ; or - eight (8) hours of accumulate overtime work (alternative to those who are not entitled for overtime claim) - Overtime allowance cannot be claimed • No carry forward - to claim within three (3) months • - to utilise within six (6) months

  27. HALF PAY LEAVE - Maximum of 180 days - To apply only if there is no more annual leave - Based on length of service in the IIUM - Due to sickness of immediate relatives

  28. UNPAID LEAVE DUE TO PERSONAL REASONS - Personal reasons locally/internationally - At least six (6) months in service in IIUM - Maximum of 360 days - Eligibility based on length of service in IIUM

  29. UNPAID LEAVE TO ACCOMPANY SPOUSE - Accompanying spouse to study/work/attend course • Must be a permanent staff • Unlimited duration if spouse is working with Malaysian Government • Maximum of three (3) years is spouse is working with a private company

  30. UNPAID LEAVE TO TAKE CARE OF NEWBORN BABY - Maximum of ninety (90) days - Immediately after the sixty (60) / ninety (90) days maternity leave ends - Maximum of five (5) times during the service (in addition to the maternity leave benefits)

  31. ABSENT WITHOUT LEAVE(AWOL) - Absence without prior leave or permission shall be a disciplinary offence(Staff Disciplinary Rules 2012) • Department to issue administrative warning letter (AWOL without justification and not approved by HOD) • Submit the case to Office of the Legal Adviser LIBRARY –RESIGNED & LEAVE

  32. LIST OF BENEFIT • Educational Privilege for staff studying at the IIUM • Educational Privilege for spouse and children of staff studying in IIUM • Discount up to 75% of Malaysian rate 3. Employee Provident Fund (EPF) • 11% - employee’s contribution • 13% - employer’s contribution (salary below RM5,000) • 12% - employer’s contribution (salary above RM5,000)

  33. LIST OF BENEFIT 4. Social Security Organization(SOCSO) • Statutory deduction for all employees with starting salary below RM3000.00 per month except for those working with government. • Employees contribution is to fund the ‘Invalidity Pension Scheme’ – 24 hours coverage (Contribution will stop by the age of 60 years old) • Employer’s contribution is to fund the ‘Employment Injury Scheme’ – coverage is limited to work related incidents (contribution will continue until the last day of work, regardless of age)

  34. LIST OF BENEFIT 5. Medical Benefits • Panel Clinics (RM45.00 per visit or 30% reimbursement) • Free treatment at government hospitals according to eligibility • Subsidy for coverage up to RM15,000 per year for private hospital treatment (through Group Hospitalization Insurance and Surgery Scheme) • Maternity packages up to RM2,300.00 per package (max. 5 packages)

  35. LIST OF BENEFIT • Dental treatments • Subsidy up to RM300.00 for Health Screening • Subsidy up to RM150.00 for Breast Screening • Subsidy up to RM100.00 for circumcisions and immunizations

  36. LIST OF BENEFIT 6. Loans • Subsidized housing loans up to RM450,000.00 • Subsidized car loan up to RM70,000.00 • Subsidized Motorcycle loan up to RM5,000.00 • Interest free computer loan up to RM5,000.00 7. Scholarship / Loan for staff to further studies • Scholarship for academic staff to further studies in Masters degree and PhD • Scholarship for professional and administrative staff to further studies (post graduate) • Interest free Study Loan up to RM10,000.00 for staff in support group

  37. LIST OF BENEFIT 8. Appreciation • Quality Day • Staff Appreciation Ceremony(long service and retiree award) • Employee’s Children Education Excellent Award 9. End of contract benefits • Gratuity • Tickets and freight for staff and family members

  38. LIST OF BENEFIT 10. Retirement Benefits • Employee Provident Fund (EPF) • Service gratuity • Retirement Benefit Fund(RBF) • Leave cash compensation / Golden Handshake • Free outpatient Medical treatment in IIUM Health and Wellness Centre • Free inpatient medical treatment at any government hospitals in Malaysia for life (including spouse and children)

  39. LIST OF BENEFIT 12. Others • Trainings • Islamic Enhancement & Evaluation Programme • On campus housing for essential staff • IIUM Hajj Programme • Uniforms for Security Guards, Nurses, Drivers, Junior General Assistant.

  40. STAFF WELFARE 1. Staff Khairat Fund • Funeral Assistance • Educational Benefits • Accident / Sickness assistances • Calamities assistances • Others (birth, hajj, retirement marriage, disable child) LIBRARY(NON MEMBERS) LIBRARY - CLAIM 2. Staff Union and Associations • KesatuanKakitangan Am (KURNIA) – support group • Academic Staff Association (ASA) – academic staff • Professional and Management Association (PMA) • KesatuanKakitanganSokongan 1 (KESATU)

  41. STAFF WELFARE 3. Joint Collaborative Council (JCC) • Platform for representatives of staff union and associations to meet the IIUM Top Management members to voice out problems or suggestions • Meeting are held four (4) times in a year 4. Remedial Grievance System (RGS) • Platform for staff to complaint or suggest anything related to a staff or work system for improvement. 5. Financial and Retirement Planning Programmes • Awareness programme for IIUM staff members to educate the importance of proper financial planning methods especially for retirement since IIUM did not have pension scheme.

  42. RESIGNATION One (1) month notice probation staff Three (3) months notice confirmed staff Even though on unpaid leave, the effective date cannot be backdated. Notice period does not include no pay leave period OR One (1) month’s salary in lieu of notice

  43. Summary of retirement benefits

  44. EMPLOYEE BENEFITS & HR RELATION UNIT For further inquiry: Employee Benefits and HR Relations Unit Management Services Division Level 3, Administration Building IIUM, Gombak Campus Telephone : 03 – 6196 4978 (Sr. Rusnani) ext: 3982 (Sr. Raheme) ext: 3969 (Sr. Norsalihan)

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