1. MSD MANAGEMENT SERVICES DIVISION
INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA
MSD

2. THE TEAM HUMAN RESOURCE MANAGEMENT HUMAN RESOURCE DEVELOPMENT
HR SERVICES & PERFORMANCE MANAGEMENT
HR OPERATIONS & SYSTEMS
HR ACADEMIC
MANAGEMENT
HR ADMIN. DEVELOPMENT
CORPORATE
DEVELOPMENT
REMUNERATION
EMPLOYEE BENEFITS & HR RELATION
HR COMPENTENCY
OCCUPATIONAL SAFETY AND HEALTH UNIT
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 : 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 : 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
LIBRARY - INTER CAMPUS TRANSFER
COST OF LIVING ALLOWANCE
OUTSTATION TRANSFER

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

12. TYPES OF LEAVE FULL PAY LEAVE - Annual Leave HALF PAY 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. SUMMARY ON THE LEAVE ENTITLEMENT
REFERENCE
PP NO. 4/2002 ( ) - MRS
PP NO. 20/2005 ( )
SSB 4/2005 ( )
PP NO. 14/2008 ( )
SSB 1/2009 ( )
STATUS OF APPOINTMENT
Staff appointed before
Staff appointed between
Staff appointed on onwards
GRED/SERVICE
< 10 YRS
= > 10 YRS
Special Grade 30 35 25
1 - 20 20
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
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
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. Board out due to Medical Reason
Sick leave
1st 90 days
Next 90 days
Board out due to Medical Reason
Approval Authority
Head of Department
IIUM Medical Sub- Committee
IIUM Medical Sub- Committee & processed by MSD*
Salary Entitlement
Full Pay
Half-Pay
Unpaid -
Medical Documents
Medical Certificates from recognized hospitals & clinics
Medical Report from Governme nt Hospitals
Medical Report from Government Hospitals

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. DUE TO PERSONAL REASONS
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. (a) Head of Department Approves Unpaid Leave
Section 14 (a) and (c) of Chapter 'C' of General Order
(a) Head of Department Approves Unpaid Leave
Head of Department may approve unpaid leave for officers on important personal reasons. The amount of unpaid leave shall be 30 days for each completed year of service up to a maximum of 360 days.
(c) Personal Affairs Outside Malaysia
Unpaid leave for personal affairs outside Malaysia may be approved when the officer has served for four (4) years. The leave can only be taken again four (4) years after the first leave

30. 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

31. TO TAKE CARE OF NEWBORN BABY
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)

32. Submit the case to Office of the Legal Adviser
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

33. LIST OF BENEFIT Educational Privilege for staff studying at the IIUM
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)

34. LIST OF BENEFIT 4. Social Security Organization(SOCSO)
Statutory deduction for all employees with starting salary below RM 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)

35. 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, per package (max. 5 packages)

36. LIST OF BENEFIT Dental treatments
Subsidy up to RM for Health Screening
Subsidy up to RM for Breast Screening
Subsidy up to RM for circumcisions and immunizations

37. 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, for staff in support group

38. 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

39. 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)

40. 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.

41. 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
Kesatuan Kakitangan Am (KURNIA) – support group
Academic Staff Association (ASA) – academic staff
Professional and Management Association (PMA)
Kesatuan Kakitangan Sokongan 1 (KESATU)

42. 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.

43. RESIGNATION OR 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

44. Summary of retirement benefits
Benefits / Age
40 to 49 years old
50 to before compulsory retirement age
Compulsory Retirement Age (55/56/58 /60)
Retirement Benefit Fund (RBF) √
Golden Handshake
Service Gratuity
(min. 10 years of service) X
Outpatient medical treatment at IIUM Health Centre
Inpatient Medical Treatment at Government Hospitals including spouse/s

45. 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 – (Sr. Rusnani) ext: 3982 (Sr. Raheme) ext: 3969 (Sr. Norsalihan)