Human Talent Services

1. ASSETS DECLARATION

2. MEDICAL

1. 1. Medical Facility:
      1. Eligibility Verification
      2. Guarantee Letter Application
      3. Medical Dependent Registration
      4. Verify Medical Claims
      5. List of Panel Clinic

1. 2. Dental & Spectacles Claims Application

3. LEAVE

1. 1. Leave Provided Due to Service:
      1. Annual Leave
      2. Half - Day Leave
      3. Non-Paid Leave (For Personal Reasons)
      4. Half-Paid Leave

1. 2. Leave Due to Medical Reasons:
      1. Medical Leave
      2. Maternity Leave
      3. Quarantine Leave

1. 3. Unrecorded Leave:
      1. Replacement Leave
      2. Quarantine Leave for Child Care
      3. Leave on the demise of an immediate family
      4. Paternity Leave
      5. Othaers

4. ATTENDANCE

1. Working Hours

Below are the Working Hours determined by the University’s Management:

No.	Category of Staff	Types of Working Hours
1.	Members of the University’s Management	Flexible*
2.	Academic Staff and Language Teachers	Flexible*
3.	Executive and Operational Staff	Flexible Working Hours** or Shift*** (if applicable): Clock-in in between 7.30 am – 9.00 am Clock-out in between 4.30 pm – 6.00 pm

*Working Hours are determined by the record of staff’s attendance (clock-in) at the workplace at any time of the day (24 hours).

**The minimum workings hours to be fulfilled is 9 hours (including lunch break). Lunch hours on Mondays till Thursdays (1.00 pm - 2.00 pm) and Fridays (12.15 pm - 2.45 pm).

***Duty of eight (8) hours or else as determined by the Responsibility Centres (PTj) where the staff is based.

2. Attendance System

Staff are required to use the attendance system to record their attendance at work accordingly as follows:

No.	Category of Staff	Clock-In Time
1.	Member of the University’s Management Academic Staff Language Teachers	At any time on the day of work (24 hours).
2.	Executive and Operational Staff	To daily record attendance for work by ‘clock-in’ and ‘clock-out’ using the system provided such as e-Attendance System, Facial Recognition Thermal System, QR Code or UMTouch (whilst working from home). The minimum workings hours to be fulfilled is 9 hours (including lunch break).

The attendance system above is also for the purpose of controlling and monitoring the discipline of staff in terms of attendance for work. Further, the system also aims to regulate and monitor staff’s discipline and to facilitate follow-up actions to be taken against staff in violation of the established attendance regulations.

5. ALLOWANCES AND INCENTIVES

1. 1. There are several categories of allowances and incentives namely, Fixed Allowances, Incentive Payments, Refunds and Reimbursements which are determined based on the following criteria:

The complete list of Allowances & Incentives is as given in Appendix C of the Service Circular No. 4/2002.  Each Officer and Officer-in-Charge of Approval is responsible for ensuring that the claims made are orderly, reasonable and fair as well as in compliance with the regulations currently in force.

6. STAFF PERFORMANCE APPRAISAL

1. 1. The Universiti Malaya is committed to providing a quality staff performance appraisal management system that fosters and acknowledges excellence in its employees’ work performance. Performance management is an ongoing process of communication between a supervisor and an employee that occurs throughout the year, in support of accomplishing the strategic objectives of the organisation and employees career development. The communication process includes clarifying expectations, setting objectives, identifying goals, providing feedback, and reviewing results. Effective performance management aligns the efforts of supervisors and employees with departmental and university goals, promotes consistency in performance evaluation, and helps employees to perform at their best. This approach enables the development of a high performing culture in which staff performance can be managed, supported, rewarded and enhanced effectively.

1. 2. The University adopts the Staff Performance Management System (SPMS) for Staff Performance Appraisal.  SPMS are managed online and are categorised as follows:

1. 1. 1. SPMS for Academic Staff consisting of three (3) tracks namely Standard, Research and Teaching. This system is guided by the Standard Performance Academic Target (SAPT), (Amended 2016).

1. 1. 2. SPMS for Non-Academic Staff based on the criteria set by the Performance Appraisal form issued by the Public Services Department (PSD) with amendments in accordance with UM’s needs.

7. CONFIRMATION IN SERVICE

1. 1. Terms and Conditions of Confirmation in the Service
   2. Guidelines of Employee Provident Fund (EPF) Option Offer
   3. Guidelines for Conducting Service Examinations at Universiti Malaya

8. STAFF RETIREMENT

1. 1. Compulsory retirement
   2. Optional retirement
   3. Others

9. STAFF TERMINATION

1. 1. Resignation
   2. End of contract period
   3. Others

 

Human Talent Services Centre
Human Resource Department
Level 6, Chancellery
Universiti Malaya
50603 Kuala Lumpur
Tel No: +603-79673249
Email: hts_official@um.edu.my