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INFORMATION ON AREA 5: ACADEMIC STAFF
5.1 Recruitment and Management
5.1.1 Provide the HEP policies on staff recruitment to include the requirements
related to the qualifications for appointment. Indicate how frequent the
HEP reviews its recruitment policy.
Generally, the recruitment of staff is based on the nature and types of
programmes offered (e.g. diploma, bachelor). The number of staff
recruited will co-relate with the number of students in the programme.
According to MOHE requirement, the ratio of staff to students is 1:15.
UiTM’s staff recruitment policy is aligned with MOHE guidelines. With
reference to the 9th Malaysia Plan, UiTM (2006-2010), UiTM has come up
with its 21 Strategies. According to Strategy 2 of the 9th Malaysia Plan
UiTM (Pelaksanaan Rancangan Malaysia ke-9 UiTM) 2006-2010, the
University will recruit more staff with PhD and will encourage its staff to
pursue PhD so that it will move in line with its aspiration to be a premier
university. Under Strategy 19, the University will improve its programmes
of staff training.
UiTM Pahang’s Strategic Planning Unit was established in part, to monitor
staff recruitment, amongst other responsibilities. Each programme will
forward data on the enrolment of students, academic and non-academic
staff to the unit to assist the branch campus in working out its budget
allocation and creation of academic posts (DM 45; DM 52; DM 54)
respectively. The staff recruitment will depend on the programme needs
and requirements, whereas staff qualifications will be based on the
programme level offered.
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5.1.2 Describe the HEP’s criteria and administrative procedures for initial
appointment, promotion and tenure. Provide written guidelines. If there are
multiple tracks for academic staff, describe these and the criteria for
advancement.
The selection and recruitment of new academic staff is carried out at the
branch campus level based on the terms and conditions of service of
Sistem Saraan Malaysia (SSM) provided by Public Service Department.
This is to ensure that the faculty recruits qualified and quality staff.
Nevertheless, there are specific processes that the various faculties
practice as mentioned in Prosedur Pengambilan Staf Akademik.
The process starts when Jawatankuasa Pengurusan Pejabat Pendaftar
identifies the need for academic staff at a particular time. It is normally
based on teaching manpower requirement and budget and Management
Meetings. This is followed by advertisements in newspapers and UiTM
web-site. All qualified applicants are first short-listed and called for mock-
teaching session. The suitable candidates are then called for an interview
after which the successful candidates are given Letters of Intent (LOI) as
lecturers for the campus while awaiting the official Letter of Offer from
JPbSM. A ‘report for duty’ date will be mentioned in the offer letter based
on the Prosedur Perolehan Staf Akademik.
The recruitment of academic staff is based on these guidelines:
Terms of Appointment :
i) A government recognised masters degree in the relevant fields from
local institutions of higher education; or ii) A government recognised Doctor of Philosphy degree (Ph.D) in
relevant field from local institutions of higher education.
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During the period of service, UiTM academic staff is governed by the
Government General Order, Service Circular and other guidelines set by
the HEP from time to time with regards to the service, behavior, discipline
and conditions of service.
Conditions to be fulfilled as a new academic staff are:
• Fulfill the three (3) years probation period
• Attend and pass the induction course
• Attend and pass the Kursus Asas Pengajaran (KAP) conducted by
Institute of Leadership and Quality Management (ILQaM)
• Complete one (1) research project registered with Research
Management Institute (RMI)
A conditional offer as a lecturer is well documented in Syarat-syarat
Perkhidmatan Sebagai Pensyarah which is given to the lecturers during
their initial appointment. An academic staff will be confirmed in the service
once all the condtions stipulated above are fulfilled.
Other guidelines would be specified by Human Resource Dept, UiTM
(JPbSM) and Registrar Office UiTM.
5.1.3 Describe the mentoring and guidance system for new academic staff.
Provide information for the recent intake of new staff.
New members of the staff are provided with a service requirement
guideline as a lecturer and a New Lecturers‘ Kit. Among the information
included in the kit are:
-Salary
-Service scheme
-Probation period
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-Confirmation
-Competency Level Evaluation (PTK)
-Termination of Service/Resignation
-Medical Leave
-Medical Incentives
A Breaking the Ice form (Pecah Belon) is given to the new lecturers as an
initiative for them to introduce themselves to the Management Team of the
branch campus. A mentoring system is implemented by appointing a
senior lecturer to a group of new lecturers, where the mentor is
responsible to guide them in the various aspects of academic and non-
academic matters.
Table 5.1: New Academic Staff Intake, UiTM Pahang (2008-2010)
Year Academic Staff Intake
2008 54
2009 46
2010 11 (until 1 June 2010)
Academic staff can serve the University until retirement age. According to
the Pension Act 1980 (Akta Pencen 1980 (Akta 227), Statutory Authorities
Pension Act 1980 (Akta Pencen Pihak-pihak Berkuasa Berkanun dan
Tempatan 1980 (Akta 239) and Service Circular No. 6/2008 (Pekeliling
Perkhidmatan Bil.6 Tahun 2008), the age of retirement for academic staff
is either 56 or 58 years.
Branch campus can request the retired lecturers to apply to become
contract lecturers for a specified period of time if their expertise is still
needed by the respective faculties.
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Contract lecturers are appointed according to Service Circular 2/2005—
Guideline on Appointment of Contract Officers (Pekeliling Perkhidmatan
Bil 2/2005—Panduan Perlantikan Pegawai Kontrak).
5.2 Staff Profile
5.2.1 Provide data to show that the staffing profile matches the range and
balance of teaching skills, specializations and qualifications required to
deliver each programme. Identify any problem areas and describe
corrective actions needed and planned.
The branch campus will ensure that qualified lecturers are selected to
teach the courses in the programmes offered. The various faculties will
generally map out all the courses in the programme and the type of
qualified lecturers. Basically, academic staff with Ph.D and professional
qualifications will be assigned to teach post-graduate, degree courses and
professional programmes while those with Masters’ qualifications will be
assigned to teach diploma and degree courses.
Table 5.2: Number and Qualifications of Academic Staff by Faculty (UiTM Pahang, 2009).
Faculty Status Academic Qualification
Local Total
FT PT Contract FTPT
CITU 11 - - - Masters 11
3 - - 1 Bachelors 4
APB 2 - - - PhD 2
23 - 1 - Masters 24
- - 4 - Bachelors 4
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FSG 5 - - - PhD 5
56 - 1 - Masters 57
- 1 10 2 Bachelors 13
1 - - - Others 1
FPTP 18 - - - Masters 18
2 - 1 3 Bachelors 6
FPP 1 - - - PhD 1
35 1 1 - Masters 37
- - - 10 Bachelors 10
FKA 1 - - - PhD 1
19 1 - - Masters 20
1 1 - - Bachelors 2
1 - - - Others 1
FSKM 48 - - - Masters 48
- - 3 2 Bachelors 5
FP 22 - 1 - Masters 23
2 3 - 3 Bachelors 8
FSR 2 - - - Masters 2
- - 1 - Bachelors 1
Kuantan 1 - - - PhD 1
13 - 1 - Masters 14
- - 2 - Bachelors 2
Raub 1 - - - Masters 1
TOTAL 268 7 26 21 - 322
** until 31/12/2009
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Table 5.3: Designation of Permanent Academic Staff
Designation Number of Permanent Academic Staff
Total
Professor 2 2
Assoc. Prof 11 11
Senior Lecturer 44 44
Lecturer 167 167
Junior Lecturer 14 14
Assistant Lecturer 2 2
Total 240
** until 31/12/2009
5.3 Staff Functions and Responsibilities
5.3.1 Describe the teaching responsibility, research and scholarly activities,
consultancy, community services and administrative functions of academic
staff to show a balance of function and responsibility in line with academic
conventions.
Academic staff must be wholesome. They are to teach, conduct research,
participate in seminars and conferences, write articles and publish them in
refereed journals, conduct consultancy works where possible, and
participate in community service whenever possible.
UiTM’s academic staffs have a workload of 16-18 hours per week. The
workload and academic responsibilities may comprise lectures, tutorial,
laboratory work, the supervision of project papers, theses and fieldwork.
Lecturers are normally given two (2) or three (3) course codes only to
make it easier for them to focus and consolidate their work. Each lecturer
may also choose a field of interest he/she could specialise in and carry out
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research on. In allocating courses for lecturer to teach, the Programme
Coordinators must ensure that the contents of some of the codes are
similar or related
Refer to :
• Perlaksanaan Dasar Dan Polisi Amanah Tugasan Akademik
(reference – Bahagian Hal Ehwal Akademik)
• Sasaran Kerja Tahunan (SKT)
• Buku Nilai dan Etika Pensyarah UiTM
ATA: Equitable work distribution and meritorious academic roles are
recognised and appropriately rewarded through promotion, salary
increment and other remuneration practices.
With reference to the Pekeliling Timbalan Naib Canselor (Akademik) Bil
10/2002, academic staff holding administrative posts will be given
teaching hours as follows:
Table 5.4: Workload for Academic Administrators
Adminstrative Posts Teaching Hours
Director of Campus 4
Head of Centres 4-6
Deputy Directors 6-8
Head of Programme/Programme
Coordinator
8-10
Others (with official appointments) 12-14
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5.3.2. Describe how the University balances its recruitment between all levels of
academic and non academic staff and between local and international
academic staff with multi-disciplinary backgrounds.
UiTM is consistently on track in its continuous improvement effort on staff
recruitment to reach the following ratio of lecturers to students, namely:
Table 5.5: Ratio of Lecturer to Student as per Programme Level
Ratio Programme Level
1:20 Diploma
1:10 Bachelor
The current ratio of lecturers to students in UiTM Pahang is presented in
Table 5.6.
Table 5.6: Current Ratio of Lecturers to Students by Faculty, UiTM Pahang
Faculties No. of Academic Staffs
No. of Full-Time Students
Ratio
Perakaunan 34 653 1:19
Sains Gunaan 84 1561 1:18
Kejuruteraan Awan 25 555 1:22
Pengurusan Perniagaan 50 1141 1:23
Pengurusan & Teknologi
Pejabat
24 667 1:28
Sains Komputer &
Matematik
54 266 1:5
Akademi Pengajian
Bahasa
79 - -
Pusat Pemikiran &
Kefahaman Islam
15 - -
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Sains Sukan & Rekreasi 7 104 1:15
Total 372 4947 1:13
Table 5.7: Statistics on UiTM Pahang Staff for the period 2008-2010
Year Academic Administrative Total
2008 283 360 643
2009 322 373 695
2010 334 383 717
** until 1 June 2010
5.4 Staff Promotion
5.4.1 State the HEP’s policy for ensuring that teaching, research and service
contributions are appropriately recognized and rewarded.
UiTM Pahang supports the endeavors of the Career Development and
Performance Management Division under the Registrar’s Office to
establish a system of recognition and reward for academic staff through
teaching, research and service contributions. Recognition and Award for
Long Service are given to academic staffs who serve the University for a
term of 20, 25 and 30 years.
The Sasaran Kerja Tahunan (SKT) form, which details the academic staff
year-long work target, is to be submitted to the Programme Coordinators,
who will then evaluate and have it forwarded to the Campus Director for
Excellence Award (Anugerah Cemerlang) which will be given to deserving
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academic staff who have contributed at all levels (faculty, university and
national).
Academic staff who have undergone and completed their PTK
successfully will be awarded salary increment. The names of the
successful candidates will be forwarded by JPbSM to the Campus Director
for salary increment endorsement.
5.4.2 Describe the policies, criteria and processes in the appointment and
promotion to academic positions particularly that of professorship and
associate professorship.
Senior Lecturership and Associate Professorship are awarded to lectures
that fulfill the conditions as required. A Committee known as
Jawatankuasa Kesepakaran UiTM Pahang is set-up at the branch campus
level to process the applications. Applications for promotion can be
submitted to this Committee by academic staff, and those who are
successful will be upgraded to DM 52 or DM 54.
There are seven criteria for promotion to associate professorship and
these are:
• Teaching and/or Supervision
• Research and Publication
• Consultancy and/or Expertise
• Conferences
• University Service/Social Service
• Appraisal and Academic Awards
• Academic Leadership and Personal Qualities.
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The policy, criteria and process of promotion are outlined in the Guideline
on Promotion Matters of UiTM Lecturers (Amended 1/2008) (Garis
Panduan Urusan Kenaikan Pangkat Pensyarah UiTM (Pindaan 1/2008)
Refer to Jadual Pemberat Setiap Kriteria Umum Mengikut Gred Jawatan,
dan Garis Panduan Urusan Kenaikan Pangkat Pensyarah UiTM ( Pindaan
1/2008)
References:
Sistem Saraan Malaysia – Pekeliling PerKhidmatan –JPA. Bil.4 Tahun
2002
Pekeliling Perkhidmatan – JPA Bil. 14 Tahun 2000 – Skim Perkhidmatan
Pensyarah UiTM
Skim Perkidmatan Penolong Pensyarah UiTM
Panduan Pengambilan Staf Akademik UiTM
5.4.3 Provide information on institutional policy on service, development and
appraisal of the academic staff. Describe the HEP policy to retain the
academic staff. Give information on the academic staff leaving the
institution in the last five years.
Performance of academic staff is evaluated once a year where they are
required to fill in the Performance Appraisal Form and Sasaran Kerja
Tahunan (SKT) form. Awards in the form of Anugerah Perkhidmatan
Cemerlang or a salary increment will be given based on performance.
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Career Advancement and Performance Management Division (Bah.
Pengurusan Prestasi dan Peningkatan Kerjaya (BPPPK), the Registrar’s
Office manages the evaluation of academic staff performance. BPPPK
sends out letters to all Branch Campuses for preparation of the Evaluation
Performance Report (Laporan Penilaian Prestasi). This takes place in
October for that particular evaluation year.
Academic staffs leave the institution for a variety of reasons, which
include, retirement, medical reasons or transferred. The reasons and the
numbers of staff who have left the institution are listed below.
Table 5.8: Number of Academic Staff who Left UiTM Pahang (2006-2010)
Reasons 2006 2007 2008 2009 2010
Optional Retirement - - 1 - -
Compulsory/Obligatory Retirement 1 3 - - 1
Transferred to Public/Private
Sectors
1 2 1 3 -
Transferred to other campuses 8 6 8 12 5
Passed Away 1 1 - - -
Medical Reasons - - - - -
Personal Reasons 14 2 5 1 3
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5.5 Staff Training and Development Programmes
5.5.1 Show evidence of, and state the mechanisms and procedures for
professional development and career advancement of the academic staff
(including study leave, sabbatical, advanced training, specialized courses,
re-tooling, etc)
To assist academic staff at the branch level, UiTM Pahang has
established various institutions such as iLQaM, UPENA, PJI and Unit
Kualiti. SIGs at faculty level and centers of excellence at the university
level have also been established to encourage lecturers develop their
expertise.
Training programmes for academic staff is determined by iLQaM and
training programme for non-academic staff is provided by JPbSM. The
Training Needs Analysis (TNA) which is filled up by the academic staff
each year aims to help iLOaM UiTM Pahang identify and determine
training programmes required for their professional development.
According to Service Circular No. 2/2005—Public Sector Human
Resource Training Implementation Plan (Pekeliling Perkhidmatan Bil
2/2005—Pelaksanaan Pelan Latihan Sumber Manusia Sektor Awam),
training for academic staff amounts to 56 hours per year comprising of:
• 20 hours for general competence
• 20 hours for special competence
• 16 hours for ICT training
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Table 5.9: Number of Staff Participation in Programmes Conducted by
iLQaM, UiTM Pahang
Programme 2008 2009 2010
Induction Pensyarah Baru
Wacana Perkongsian Ilmu (Bersiri)
Bengkel IT
5.5.2 Describe how participation in staff development programmes is
encouraged.
Information on Staff Development Programmes by iLQaM Shah Alam and
iLQaM UiTM Pahang are made available through their websites and via
email to all staff. Interested academic staff can make online application.
Among the programmes offered are induction programmes, computer
software training workshops and teaching methodology.
Members of the academia who are interested in enhancing their career
development can log on to iLQaM Portal, browse through the training
categories of courses offered, select the desired course and register
online. Academic staffs are also encouraged to attend training in areas
which could benefit the University but organized and conducted externally
by other private or public institutions/organizations.
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5.5.3 Describe the support available to assist academic staff to develop
teaching skills in line with current trends in pedagogy, curriculum design,
instructional materials and assessment.
At the branch campus level, iLQaM, PJI and i-Learn are among the
entities which provide the necessary support to develop and enhance
teaching and learning as well as other skills relevant to ensure that UiTM’s
academic staff will always benefit from the system which has been put in
place in the University as a means of providing satisfactory academic
career for its academia.
5.5.4 Show evidence that academic staff are provided with the necessary
training, tools and technology.
iLQaM is responsible for the training of academic staff to improve their
teaching skills and enhance their career development opportunities.
Members of the academia are also given ample opportunity to advance
their career through participation in other academic activities conducted
outside of the University.
5.5.5 Describe how the student appraisal of the academic staff is conducted.
Indicate its frequency.
Currently student appraisal of the academic staff is conducted online and
is known as Student Feedback Online (SuFo). This appraisal method is
implemented in the December-April 2010 semester and replaces the
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Lecturer Evaluation Online (LEO) appraisal method which was practised
before. Appraisal of academic staff by students takes place every
semester.
5.6 Staff Research and Consultancy
The Research Manage Institute (RMI), formerly known as the Institute of
Research and Development Centre (IRDC) is established to manage, monitor
and implement research, consultancy, intellectual property protection and
commercialization. At UiTM Pahang, the Research and Industrial Linkages
Division (PJI) also conducts seminars, workshops, road shows and exhibitions to
motivate and train the academics and non-academic staff on research and
consultancy, innovation and designs, securing research grants and projects,
managing their research funds accordingly and publishing research work in a
manner that is responsible and ethical. Academic staff can apply for research
grants from RMI, E-SCIENCE, FRGS, MOHE, MOSTI and other agencies.
Lecturers are also encouraged to participate in research and publication since
both aspects will be taken into account for confirmation and promotion. Research
can be conducted individually or jointly with academic staff within the campus or
collaboratively with staff of other HEPs or agencies.
(refer to RMU Pahang Annual Report)
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5.6.1. Show evidence of the existence of or academic staff access to institutions,
centres or activities (e.g. centres of excellence, research institutes,
professional bodies, learned societies, academic forums) that support
academic staff development.
The Research and Industrial Linkages (PJI) Division is responsible for
managing, monitoring and implementing research, consultancy work,
innovation and publication involving academic staff. PJI conducts
seminars, workshops and road shows to encourage motivate and train the
academics and non-academic staff on research and consultancy, securing
research grants and projects, managing their finances well and publishing
research work in a manner that is responsible and ethical. PJI also
organizes competitions to encourage innovations and inventions within the
University’s environment.
The involvement/recognition of academic staff at the national and
international level was reported in RMU Pahang Annual Report.
(refer to RMU Pahang Annual Report)
5.6.2 Describe the policy on consultancy and private practice
Lecturers who carry out consultancy works are required to register with
PJI, UiTM Pahang. Consultancy includes the following:
• Contract research
• Services/evaluation
• Seminar/conference
• Expert panel
• Professional service
• Testing, maintenance and training
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All registered consultancy works are required to return to the University a
total of 30% from the project cost.
The total Cost of Projects for Consultancy and Major Clients of PJI, UiTM
Pahang reported in RMU Pahang Annual Report.
(refer to RMU Pahang Annual Report)
5.6.3 List and describe the major conferences organised by the HEP in the last
five years.
The major conferences that were organised by UiTM Pahang in the last
five years shown in the Directory of Expertise UiTM Pahang.
(refer to Directory of Expertise UiTM Pahang)
5.6.4 List and describe the major conferences attended and actively participated
by members of the academic staff in the last five years. Describe how the
academic staff are given the opportunity to participate in professional,
academic and other relevant activities at national and international levels.
How is this participation appraised and its results utilised for purposes of
enhancing the student experience.
Participation of academic staff in academic activities is appraised in their
promotion exercise.
(refer to RMU Pahang Annual Report)
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5.6.5 List and describe involvement of academic staff in national and
international activities.
(refer to RMU Pahang Annual Report)
5.6.6 Give evidence of national and international recognition of staff members
(e.g. journal editorship, service as peer reviewers, study and expert-
groups, and national committee membership).
(refer to UPENA UiTM Pahang Report)
5.6.7 Show the research activities of the academic staff in the last five years.
(refer to RMU Pahang Annual Report)
5.7 Staff Discipline
5.7.1 Describe the processes and procedures in handling disciplinary cases
involving academic staff.
On receiving information or complaint of misconduct, the appointed officer
in charge would set up a committee to investigate the validity of the
complaint received. The committee would call upon the alleged individual
to defend him/herself, after which further investigation is carried out before
deciding on the course of action.
On receiving information of continuous absence of staff, the Deputy
Director for Academic Affairs with the Senior Deputy Registrar would have
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to summon the alleged person, to advise and issue a verbal reprimand. If
there were no improvement within seven days, a written reminder would
be issued. Should there be no improvement even after a further lapse of
seven days, the Disciplinary Management Unit/Pension and Service
Division/ JPbSM would be informed to withhold any disbursement of
salary. Report of continuous misconduct would be sent to the Disciplinary
Management Unit and the Registrar’s Office for disciplinary action.
On receiving information of the arrest of a staff involved in the commitment
of crime from the police headquarters/court, the appointed officer in
charge would have to request for details/information on the arrest or
mention of case/charge sheet from the police headquarters/court within
seven days, in accordance with the requirements of Section 27 (2)
Statutory Bodies (Discipline and Surcharge) Act 2000. At the end of the
seven-day grace period, the appointed officer in charge would have to
forward a report with all the information obtained from the police
headquarters/court to the Disciplinary Management Unit of the Registrar’s
Office for further disciplinary action.
References:
• Refer to Service Circular No. 32/2008 – Guidelines on Handling Staff
• Disciplinary Cases at the level of the Office in Charge (Pekeliling
Pendaftar Bil 32/2008 – Garis Panduan Pengendalian Salah Laku Staf
di Peringkat Pusat Tanggungjawab)