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GUIDEBOOK

PHEI Management Sector

GETTING STARTED :
ESTABLISHING AND OPERATING PRIVATE HIGHER EDUCATION INSTITUTION (PHEI) BUSINESS IN MALAYSIA

TABLE OF CONTENTS
Page Introduction 5

Stages of Approvals in Starting the Private Higher Education Institution Business

10

Stage 1 Approvals for the Establishment of PHEI

15

1.

Letter of Invitation (Only for Universities/College Universities/Foreign Universities Branch Campuses)

16

2. 3. 4. 5. 6.

Approval for Establishment of a PHEI Approval for Appointment of a PHEI Chief Executive Approval for Institutional Constitution Approval for Companys Memorandum and Article (M&A) Approval to Conduct Courses

17 19 20 21 22

Stage 2 Registration of PHEI to Initiate Operation

24

7. 8. 9.

Registration of a PHEI Registration of a PHEI Chief Executive Teaching Permit for Local and Foreign Teaching Staff

25 27 29

Stage 3 Additional Approvals to Continue Providing Higher Education Services by PHEI

31

10.

Recommendation by MOHE for the Application of Recruitment of International Students

32

11.

Recommendation for the Application of Employment Pass Expatriate Teacher/Lecturer/Chief Executive in PHEI

34

12. 13. 14. 15. 16. 17. 18. 19. 20. 21.

Approval to Change, Renovate or Transfer of Premise Approval of Additional Premise Approval to Change Institutions Name Approval for Amendment of Companys Equity Approval to Conduct Additional Courses Approval to Increase Course of Study Fee Approval for Amendment of Course Requirement Approval for Amendment to Medium Of Instruction Approval to Renew Registration of PHEI Application for Extension of Period for Teaching Permit of Local and Foreign Teaching Staff

36 38 40 41 42 44 45 46 47 49

22. 23. 24.

Approval to Change Details of Certificate of Registration of Chief Executive Approval to Change Details in Teaching Permit Recommendation for the Application for Extension of Employment Pass for Expatriate Teacher/Lecturer/ Chief Executive in PHEI

51 52 53

25. 26.

Approval to Renew PHEIs Licence to Enrol International Students Approval for Replacement of Certificate of Registration of PHEI (Lost or Defaced) 3

55 57

27.

Approval for Replacement of Certification of Registration of Chief Executive of PHEI

58

28.

Approval for Replacement of Teaching Permit of Local and Foreign Teaching Staff

59

29. 30.

Approval for Cancellation of Certificate Registration of PHEIs Chief Executive Approval to Sell/ Dispose/ Construct the Business of PHEI Relating to Education

60 61

Stage 4 Closing Down of Private Higher Education Institutions

62

31. 32. 33.

Notice of Intention to Close down a PHEI Approval to Close down PHEI Cancellation of Registration of PHEI

63 64 65

Acknowledgement

66

Summary of Details Regarding Approvals Issued by Management Sector Private Higher Educational Institution

67

INTRODUCTION

Introduction
The role of both the public and private Higher Educational Institutions (HEI) has been proven to be increasingly important and necessary to provide access to higher education in Malaysia as well as contributing towards realizing Malaysia as a world class education hub and a centre of excellence. In its bid to ensure those aspirations are fulfilled, the government had identified several initial strategic plans to work on. This 2007 National Higher Education Strategic Plan is focused on transforming Malaysian HEIs into world class institutions. The seven major initiatives or strategic plans include widening access and increasing equity, improving the quality of teaching and learning, enhancing research and innovation, strengthening HEIs, intensifying internationalization, enshrining lifelong learning and reinforcing the delivery systems of the Higher Education Minstry. The five critical outcomes of this plan include governance, leadership, academia, teaching and learning and research & development. In short, the real focus is the enhancement of the quality of the Malaysian human capital. Upon graduation, these students must possess first class mentality which Malaysia needs to remain relevant and competitive globally. In order to ensure the success of such aspirations, the government through the Malaysian Higher Education Ministry (MOHE) together with several other relevant Malaysian Ministries and Agencies must ensure only the predetermined criteria and standards complying HEIs qualify to establish and operate in Malaysia. Public Higher Education Institutions are set up with government assistance making it certain that the necessary and desirable criteria and standards are complied and practiced. Similarly, all efforts are undertaken to ensure Private Higher Education Institutions (PHEIs) adhere and practice the predetermined necessary and desirable criteria and standards.

In the case of establishing and operating PHEIs, registered companies have to apply or in some cases invited to establish by the Minister of Higher Education. Hence, all applicants are required to provide information for approval to the establishment, registration and operational of PHEIs as well as approval for changes, additional and renewal of existing practice and/or environment relating to PHEIs in order to reevaluate their capacity, capability and sustainability to comply with the conditions set by MOHE as well as it. In general, PHEIs are evaluated in terms of their capability to provide high quality higher education and provide appropriate and necessary student welfare services to local and international students. As of 31st December, 2009 there were 20 universities, 20 college universities, 5 branch campuses and 373 colleges that were registered with the Private Higher Educational Institution Management Sector (PHEIMS). These PHEIs provided access to higher education to around 425, 757 students including 58,294 international students. The number of students applying to get into PHEIs has started to grow because of the availability of loans from several agencies like PTPTN that made it possible for students to pursue the career of their choice. In order to fulfill the different needs of students as well as market needs, the number of course of studies including critical courses also began to grow rapidly. As a result of such developments, more and more private companies are intending to invest in the private higher education sector. The Ministry of Higher Education is responsible to oversee the growth of PHEIs through Private Higher Educational Institutions Management Sector (PHEIMS). As the government is serious about achieving its objective of realizing Malaysia as an educational hub as well as a centre of excellence, it will not compromise with quality. In this matter, MOHE strives to monitor and regulate the growth of PHEIs with emphasis to approving PHEIs capable of providing quality higher education. In order to realize high quality higher education services is enabled in PHEIs, MOHE has the Private Higher Education Institution Act 1996 (Act 555) and Regulations made there under to assist the achievement.

To assist and complement the Act 555, application procedures are constantly being reviewed to be in line with the amendments made to the Act and Regulations. As a result of these developments, the guidelines, criteria and standards together with application process and procedures will change from time to time in order to regulate and manage the quality of PHEIs. Applications are necessary to ensure that the basic and minimum requirements are in place to guarantee the applying PHEI has the capability to deliver high quality higher education services. Applications are made necessary for several stages to ensure that the PHEIs are constantly aware, alert and consistently maintaining their quality services leading to the quality of PHEIs. These applications allow MOHE to evaluate PHEIs for approvals. MOHE is serious about approving and will not consider an application deemed not capable of delivering. This manual is prepared and attempts to provide guidance to applicants on how to get started to establish and register PHEIs, obtaining approvals to operate PHEIs as well as approval for addition, changes and renewal of existing practice and environment and details relating to PHEIs. However, at this point, the users of this guide are warned that the procedures listed in this guide were practiced at the time of its publication and might change from time to time. In such cases, we request that further updated information be obtained from the official MOHE website, www.mohe.gov.my or www.jpt.mohe.gov.my

This manual intends to inform users that the guidelines provided here only include applications for approvals involving MOHE. There are several other agencies involved in the several stages of applications for approvals. Those agencies include Immigration Department of Malaysia, Malaysian Quality Assurance, Local Fire and Rescue Department, Local Health Department, Local Council, State Immigration Department, Inland Revenue Board, Employees Provident Fund and Social Security Organisation (SSO).

In order to obtain further information on applications through MOHE, please contact: Registrar General Registration and Standards Division PHEI Management Sector Higher Education Department Ministry of Higher Education (MOHE) Level 5, Block 1 PjH Tower, Presint 2 Federal Government Administrative Centre 62100 PUTRAJAYA Tel: 03-8884 4786 Fax: 03-8884 4794 Website: www.jpt.mohe.gov.my

Stages of Approvals in Starting the Private Higher Education Institutions (PHEI) Business

10

Stages of Approvals in Starting the Private Higher Education Institutions (PHEI) Business

For the purpose of understanding the proses and procedures of approvals of applications in starting the Private Higher Educational Institutions (PHEI) business in Malaysia as determined by the Ministry of Higher Education, this manual intends to classify those applications for approvals into four stages. The first stage will include among others the application to establish a PHEI. Applications involve two categories, namely from companies that intends to establish a PHEI with the status of University/University College/Branch Campus of a foreign University (often referred as status of University) or a PHEI without the status of University/University College/Branch Campus of a foreign University (often referred as simply status of non University University in this Guidebook). Applications involving these two categories differ slightly with the status of University category having an initial additional requirement to obtain a letter of invitation from the Minister of Higher Education to establish a PHEI. Except for this requirement and for the purpose of this guidebook, a general PHEI term will be used to describe the proses and procedures involved in the different stages for both categories. The approval for the establishment of a PHEI will include a number of additional applications from other agencies as a prerequisite to support the application of establishing a PHEI. These approvals are necessary to ensure that the resulting established PHEI is well prepared and equipped with the necessary infrastructure, policies, practice and environment to provide quality higher education services by MOHE. The other agencies role is to ensure that the infrastructure is safe and the environment is conducive for teaching and learning as well as clean. The second stage will include among others to register the established PHEI. A maximum duration of three years is given to a PHEI to register from the date of approval for the establishment. This duration is provided to allow the relevant PHEIs to prepare and equip themselves with the necessary resources including facilities to start operating the PHEI. 11

Again, the emphasis on the ability of the PHEI to provide high quality higher education services is prioritized when considering approvals. The approval for the registeration of an established PHEI will require an additional approval of infrastructure and premise from local, fire and rescue and health authorities. This supporting approval is necessary as additional facilities and modification may have been made after establishment to prepare for the operation of providing the necessary services of teaching and learning including the approval of conducting study programs and teaching permits as well as the welfare of the students including student development. An operating PHEI will experience many challenges. Among them will include the demands by the stakeholders namely students, parents, society, community, industry, nation and even the international. In particular, the MOHE must ensure the quality of higher education services provided by the operating PHEIs are continuously relevant and high. In order to ensure them, validity of approvals has duration. This is to allow the MOHE to reevaluate the PHEI before allowing them to continue their services. Apart from this mandatory reevaluation, some operating PHEIs would have the capability to expand to meet new, additional and challenging demands. These PHEIs have to add additional infrastructure in either existing or new premises, add new shareholders for more capital, increase teacher intake, make preparations for intake of international students as well as make additional arrangements and allowance to meet the requirements. MOHE views such changes are necessary to maintain the quality of higher education services established and operated earlier. Furthermore, such changes may result in a number of noncompliance to standards, criteria and conditions set by the MOHE to ensure quality services that have to be corrected. If these changes are allowed to be carried out freely without proper and appropriate intervention, there is a high possibility the quality of services of such PHEIs may be compromised. In order to prevent such outcomes, MOHE has made it compulsory to apply for approvals for changes to existing practice policy and environment.

12

The third stage of approvals include additional applications during operations that is resulted from the expiry of existing approvals and the intention to change or add to existing practice, operation and environment. By far, this stage is the most difficult and complicated for MOHE to handle as operating PHEIs continue to ignore the consequences of not obtaining prior approvals to change, add and modify an existing practice, operation and environment. Providing higher education services has become increasingly challenging. The academic, employability and skills expectations from graduates are becoming more complicated, uncertain and demanding. Hence, PHEIs must produce graduates who are marketable and employable in order to be acknowledged, known and respected to be able to continuosly attract students. PHEIs must be highly competitive. However, in the world of education businesses, the inevitable still results. Some PHEIs are not able to handle the competition and are forced out. Some resort to unhealthy practices that results in non-compliance of the standards, criteria and conditions as well as go against the regulations that eventually will force the MOHE to shut them down. Hence, the fourth stage involves the closure of PHEIs that are either done voluntarily or are forced to do so by court or MOHE. Though closing down PHEIs is not a desirable practice by MOHE but in order to safeguard the quality of higher education providers, this stage is relevant and necessary for the sake of the students welfare and interest.

13

Start

Invitation by Minister (University/ College University / Branch Campus only)

Application for Establishment

No
Additional Information Approved? Yes Application for Registration Stage 1 : Establishment

No
Additional Information Approved?

Stage 2 : Registration

Yes
Operate Business

Initial Additional Application (to Add or Change resources, program, facilities, location, etc.) For renewal

Approved?

No

Additional Information

Yes
Carry on Services Additional application when / if necessary Stage 3 : Provide Quality Higher Education Services

Yes

Expired?

No No
Sustainability Problem?

Yes
Closure is Unavoidable

Steps to Close Down Business

Application to

Close Down Stage 4 : Closing Down

14End

Stage 1: Approvals for the Establishment of a PHEI


The first stage involves establishing a PHEI with the status of University/University College/Branch Campus of a foreign University or a PHEI without the status of University/University College/Branch Campus of a foreign University. Under the Act 555, e a PHEI without approval from MOHE is an offence and appropriate penalties can be imposed if convicted. The following approvals are abled under this stage.

15

1.

Letter of Invitation (Only for Universities/College Universities/Foreign University Branch Campuses)

The Minister may invite any potential proposed applicant under section 22 of the Act to submit an application to establish (including upgrading) a private higher educational institution with the status of a University, College University or Foreign Universities Branch Campus. This invitation is limited only to the status of a University, College University or Foreign Universities Branch Campus whereas application to establish other PHEIs can do so directly to the Registrar General. Application Process 1. Applicant is required to submit the application for approval to establish (including upgrading) a PHEI with the status of a University, College University or Foreign Universities Branch Campus to the Minister on his invitation to do so. 2. 3. If application/proposal is accepted, the applicant shall be called for a comprehensive presentation to the panel. The Certificate of Invitation will be issued to the applicant after the approval by Minister. Approval Duration The Certificate of Invitation will be issued within 30 working days after approval by Minister. Validity Period The Certificate of Invitation is valid for one-year.

16

2.

Approval for Establishment of PHEI

This application can be made by the applicant for PHEIs Establishment approval. A prior approval from Minister should be obtained for the establishment of a PHEI with the status of University, University College or Branch Campus or non University/University College/Branch Campus. Only applications from companies registered with the Commission of Companies Malaysia (CCM) are accepted. Application Process An applicant who has been invited by the Minister may submit an application under section 6 of the Act to the Registrar General for the establishment (including upgrading) of a private higher educational institution with the status of a University, College University or Foreign Universities Branch Campus. Applicant is required to submit the application for establishment (including upgrading) of PHEI by filling in the following forms: a. b. Application Form to Establish PHEI with the status of University/College

University/Branch Campus Status (KP/JPS.IPTS (Pen) I) Application Form to Establish PHEI with a non University/College University/Branch Campus status (KP/JPS.IPTS (Pen) II) Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. Form 24 & 49 Company Act 1965 (certified by Registrar CCM) Form 32 A List of Shareholders Complete Plan of PHEI for Establishment and Maintenance. Draft of Constitution of Institution (subsection 11(d) Act 555) Draft of M & A (subsection 12(1) Act 555) 17

7. 8. 9. 10.

Lease-Buy Agreement Location Plan/ Floor Plan Financial Report of Company 3 proposed names of institution

In addition to the above procedures, application for the approval for establishment of PHEI, the following is necessary: i. ii. If proposal is accepted, the applicant shall be called for a comprehensive presentation If the application satisfies all requirements, Letter of Approval for establishment will be issued. Approval Fees RM 1,000.00 each application Status of University, University College or Branch Campus RM 100.00 each application Status of Non University, University College or Branch Campus Approval Duration If the application is successful, the Letter of Approval will be issued within 45 working days from the date of the Letter of Complete Application issued by MOHE.

Validity Period Once issued, the Letter of Approval for the establishment of PHEI is valid for 3 years.

18

3.

Approval for Appointment of PHEI Chief Executive

Every private higher educational institution shall appoint a chief executive who if approved can apply to register with MOHE. The Chief Executive (CE) will be the established PHEIs representative in handling every business matters with the MOHE. Application Process Applicant is required to nominate a candidate for the approval of appointment of PHEI Chief Executive position through a formal letter to the Registrar General. The following documents are necessary for the application: 1. 2. 3. 4. 5. Letters of Appointment from the Board of Directors Letters of Acceptance of Appointment Academic Certificates Curriculum Vitae Copy of IC or Passport

Priorities are given to individuals with experience in education. Applicant to carry out additional procedures and documents as specified in the above mentioned forms. Approval Duration If the application is successful, the Letter of Approval will be issued within 7 working days from the date of submission of complete application. Validity Period Once approved, validity period is indefinite until further changes are requested.

19

4.

Approval for Institutional Constitution

Every private higher educational institution must have its consititution and the PHEI shall be managed in strict accordance with its constitution. MOHE has the reponsibility of ensuring that the constitution is in accordance with a format that it feels will contribute to the health of the services provided by PHEI. It is compulsory for all PHEI intending to establish to apply for approval of its intended institutional constotution. Application Process Applicant is required to write the application for the approval for Draft of Institutional Constitution to the Registrar General, Registration and Standards Division, Higher Education Department, MOHE through a formal letter. Approval Duration (Decision on Application) If the application is successful, the Letter of Approval will be issued within 7 working days from the date of submission of complete application. Validity Period Once approved, validity period is indefinite until further changes are requested.

20

5.

Approval for Companys Memorandum and Article

This application should be submitted in order to get the approval for the PHEIs establishment. If there are any changes, PHEI should notify the Registrar General. Application Process This application is attached together with Form KP/JPS.IPTS (Pen) I) or KP/JPS.IPTS (Pen) II) when applying for PHEI establishment. Approval Duration If the application is successful, the Letter of Approval will be issued within 7 working days from the date of submission of complete application. Validity Period Once approved, validity period is indefinite until further changes are requested.

21

6.

Approval to Conduct Courses of Study

MOHE has the responsibility to ensure the quality of the courses of study to be conducted complies with the standards and criteria set by the Malaysian Qualifications Agency (MQA). Hence, the prior approval of the Registrar General must be obtained before a PHEI may conduct a course of study or training. Application Process Applicant is required to submit the application for the approval to conduct courses by filling in the following form: a. Form A KP/JPS (Kur) I Application to Conduct Courses and Studies

Applicant to carry out additional procedures and documents as specified in the above mentioned form. Recommendation (Syor) letter from MQA is necessary for this application. Application fees (in general)

RM1,500.00 for Certificate Programmes RM2,000.00 for Diploma Programmes RM3,400.00 for Degree Programmes

Approval Fees

RM5,000.00 for Certificate Programmes RM5,000.00 for Diploma Programmes RM7,500.00 for Degree Programmes (except for medical, pharmacy and dental) RM15,000.00 for Degree Programmes (medical, pharmacy and dental)

22

Approval Duration If the application is successful, the Letter of Approval will be issued within 30 working days from the date of submission of complete application including recommendation from MQA. Validity Period Once approved, validity period is 5 years.

23

Stage 2: Registration of PHEI to Initiate Operation


The second stage involves registering of PHEI, Chief Executive, Premises as well as obtaining teaching permits and licenses and permits from the other relevant agencies to allow the operation of PHEI to commence. Under the Act 555, operating a PHEI without registering with MOHE is an offence and appropriate penalties can be imposed if convicted. The following approvals are abled under this stage.

24

7.

Registration of PHEI

A PHEI can only commence their business of providing higher education services after registering with MOHE. However, an applicant (PHEI) can only apply to be registered after the MOHE has approved its establishment. A Certificate of registration may be issued by the Registrar General under subsection 24(9) of the Act when the application for the registration of a PHEI is approved. Application Process Applicant is required to submit the application for the Certificate of Registration by filling in the following form: a. Form A KP/JPS.IPTS (Dft) Application for Registration of PHEI

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Supporting Letter from Fire Department and Rescue Supporting Letter from Local Authorities Supporting Letter from Health Department Certificate of Registration of Company Aprroved Companys Memorandom & Article by Registrar Approved Constitution by Registrar Letter of approval of establishment of PHEI Letter of approval of appointment of CEO Form 24 & 49 Company Act 1965 Companys Annual Report Shareholder Details List Board of Directors of company List of approved education programs with fees (Appendix B) List of registered rooms (Appendix A) 25

Approval Fees RM 20,000.00 for each registration Status of University, University College or Branch Campus RM 500.00 for each application Status of Non University, University College or Branch Campus

Approval Duration The Certificate of Registration of PHEI will be issued within 30 working days from the date of submission of complete application. Validity Period Once approved, validity period is 5 years.

26

8.

Registration of PHEI Chief Executive

The role of the chief executive of a PHEI is very important as he/she shall, subject to the provisions of Act 555 and the constitution of the above mentioned PHEI exercise general supervision over the arrangements for instruction, administration, day to day affairs, welfare and discipline in the PHEI and all its branches. Other duties include submitting to the RG audited annual reports of the company in relation to the PHEI it has established and providing such other information as may be required by the RG from time to time for data collection. Hence, under subsection 31(2), it is compulsory for the appointed CE to be registered with MOHE to ensure that only the registered representative exercises communication with MOHE. A Certificate of registration may be issued by the RG under subsection 31(2) of the Act when the application for the registration of a PHEI CE is approved. Application Process Applicant is required to submit the application for the Registration of PHEI Chief Executive by filling in the following form: a. Form D KP/JPS.IPTS (Dft/EKs) Application for Registration of PHEI Chief Executive

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. Certified copy of approval of appointment of Chief Executive Officer 2 copies of passport size photograph 1 copy of passport size photograph placed on form. Certified copies of IC, academic qualification certificates and resume of CEO.

27

Approval Duration If the application is successful, the Certificate of Registration will be issued within 2 working days from the date of submission of complete application. Validity Period Once approved, validity is indefinite until further changes are requested.

28

9.

Teaching Permit for Local and Foreign Teaching Staff

All local and foreign (part time and full time) teaching staff should possess teaching permit before he/she may be allowed to teach in any PHEI. Application Process Applicant is required to submit the application for the teaching permit by filling in the following form: a. Form A KP/JPS (Permit/Teacher) I Application for Teaching Permit.

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 4 copies of passport sized photo (1 placed at form) Certified copy of birth certificate Certifid copies of IC and passport Certified copies of qualification certificates. Medical certification Certified copy of work permit (non- citizen) The prescribed fee. Recommendation letter by 2 referees

Approval Fees RM 20.00 each permit

29

Approval Duration If the application is successful, the Permit to Teach will be issued within 7 working days from the date of submission of complete application. Validity Period Once approved, validity period for local applicant is 5 years whereas for foreign applicant is according to validity of working permit.

30

Stage 3: Additional Approvals to Continue Providing Higher Education Services by PHEI


The third stage involves approvals for changes or additional specifications among others to existing practice, environment, infrastructure and resources. This stage is deemed necessary to ensure the standards, criteria and regulations are continuosly complied to maintain high quality services.

31

10.

Recommendation by MOHE for the Application of Recruitment of International Students

This application should be made when the PHEI intends to recruits international students. No PHEI shall recruit international students without the prior approval of the RG. Law and Regulations Guidelines for application of recruiting international students into PHEI in Malaysia for recommendation to Ministry of Internal Affairs. Application Process Applicant is required to submit the application for the Recruitment of International Students by filling in the following form: a. PPAB 01 (PIN 1 2008)

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Certified copy of certificate of registration of PHEI Certified copy of registration of company Certified copy of registration of Chief Executive Certified copy of letter of approval to conduct courses Certified copy of accreditation certificate of MQA/ SM/PA Photo of latest PHEI premise Financial report of last 3 years Suggestion oof strategic marketing of PHEI Fees refund policy Handbook for international student. 32

11. 12.

Yearly PHEI schedule Organisational structure of International Student unit.

Approval Duration If the application is successful, the letter of approval will be issued within 45 working days from the date of submission of complete application. Validity Period Not Applicable

33

11.

Recommendation for the Application of Employment Pass for Expatriate Teacher/Lecturer/ Chief Executive in PHEI

This application can be made when the PHEI intends to recruit new Expatriate Teachers, Lecturers or Chief Executive. Application Process Applicant is required to submit the application for the Employment Pass for expatriate teacher or lecturer by filling in the following form: a. PEUP/1(BARU) (PIN 1 2006)

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 9. Passport Academic qualification certificates Profesional qualification certificate Post advertisement Resit payment of advertisement. Justification of application without advertisement Certification of registration of PHEI Details of individual applicants Medical Report

34

Approval Duration If the application is successful, the letter of approval will be issued within 7 working days from the date of submission of complete application. Validity Period Validity of recommendation is 6 months from the date of Letter of Recommendation issued by MOHE.

35

12.

Approval to Change, Renovate or Transfer of Premise

This application can be made when the institution intends to transfer and modify PHEIs premise. MOHE has the responsibility to ensure that the new or renovated premises comply with the standards and criteria set by the MOHE to ensure resulting higher education services is of quality. Hence, PHEI should not move or renovate existing premises without the prior approval of the RG. Application Process Applicant is required to submit the application by filling in the following form: a. Form H Premise KP/JPS.IPTS(PREMIS) - Application to change or renovate the PHEI Premise Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. Floor Plan Location Plan Draft of Lease Buy Agreement Copy of establishment approval Registration Certification

Approval Fees RM 50.00 for each application

36

Approval Duration If the application is successful, the Letter of Approval will be issued within 30 working days from the date of submission of complete application including visit to new premise. Validity Period Once approved, validity period is 6 months to register the new premise. Validity is indefinite until further changes are requested.

37

13.

Approval of Additional Premise

This application can be made when the PHEI intends to increase its existing premises. Yet again, MOHE has the responsibility to ensure that the additional premises comply with the standards and criteria set by the MOHE to ensure resulting higher education services is of quality. PHEI should not increase or add premises without the prior approval of the Registrar General. Application Process Applicant is required to submit the application by filling in the following form: a. Form H Premise KP/JPS.IPTS (PREMIS) - Application to change or renovate the PHEI Premise Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. Floor Plan Location Plan Draft of Lease Buy Agreement Copy of establishment approval Registration Certification

Approval Fees RM 50.00 for each application

38

Approval Duration If the application is successful, the Letter of Approval will be issued within 14 working days from the date of submission of complete application including visit to new premise. Validity Period Once approved, validity period is 6 months to register the new premise .Validity is indefinite until further changes are requested.

39

14.

Approval to Change Institutions Name

This application can be made if a PHEI intends to change the institutions name. However, MOHE has got guidelines on approving for such an application. Hence, an application will have to comply with those guidelines in order to be approved. Application Process Applicant is required to write the application for the approval to Change of Institutions Name to the Registrar General, Registration and Standards Division, Higher Education Department, MOHE. Approval Duration If the application is successful, the Letter of Approval will be issued within 5 working days from the date of submission of complete application. Validity Period Once approved, validity is indefinite until further changes are requested.

40

15.

Approval for Amendment of Companys Equity

This application should be made when the company financing its PHEI has intentions to amend or restructure companys equity. No changes should be carried out until approval for the changes have been obtained. Application Process Applicant is required to submit the application for the approval of Application to sell, dispose or re-build by filling in the following form: a. Form KP/JPS.IPTS(JUAL) Application to sell, dispose or re-build the PHEI business

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. Form 32 A

Approval Duration If the application is successful, the Letter of Approval will be issued within 5 working days from the date of submission of complete application. Validity Period Once approved, validity is indefinite until further changes are requested.

41

16.

Approval to Conduct Additional Courses

This application can be made when a PHEI intends to offer or add new courses. MOHE has the responsibility to ensure that all new or additional courses of study comply with the standards and criteria set by the MQA all the time. An application is one way of ensuring the compliance is met. Hence, application is compulsory for PHEIs seeking to offer new or add courses of study. Application Process Applicant is required to submit the application for the approval to conduct courses by filling in the following form: a. 4 copies of Form B KP/JPS (Kur II) Application to Conduct Courses and Studies to Registrar General, Registration and Standards Division, Higher Education Department, MOHE Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. Approval (Syor) Letter from MQA

Approval Fees RM5000 for Certifcate programmes RM5000 for Diploma programmes RM7500 for Degree programmes

42

Approval Duration If the application is successful, the Letter of Approval will be issued within 30 working days from the date of submission of complete application. Validity Period Once approved, validity period is within 5 years.

43

17.

Approval to increase Course of Study Fee

This application should be made when a PHEI intends to increase the course of study fees. Application Process Applicant is required to submit the application for the approval of course of study fee increment by filling in the following form: a. Form Format JPS IV Application for Fee Increment

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. Justification Letter Comparison Table of Tuition Fees of 3 PHEIs

Approval Duration If the application is successful, the Letter of Approval will be issued within 14 working days from the date of submission of complete application. Validity Period Once approved, validity period is 3 years.

44

18.

Approval for Amendment of Course Requirement

This application should be made when the PHEI intends to propose and implement any changes including entry requirements to an existing course of study Application Process Applicant is required to write the application for the courses requirement to Registrar General, Registration and Standards Division, Higher Education Department, MOHE. The application will be forwarded to MQA for further comments. The following documents are necessary for the application: 1. 2. 3. Approval letter of the course Approval letter from MQA Justification Letter

Approval Duration If the application is successful, the Letter of Approval will be issued within 14 working days from the date of receipt of responses from MQA. Validity Period Once approved, validity period is within 5 years.

45

19.

Approval for Amendment to Medium Of Instruction

Under subsection 41(1) of Act 555, all PHEIs shall conduct its courses of study in the national language unless prior approval from the Minister of Higher Education has been obtained to conduct a course of study in any other language. Hence, this application should be made when the PHEI intends to make do any changes to the in expected medium of instruction of a course of study. Application Process Applicant is required to write in the application for the change of medium of instruction of a course of study to Registrar General, Registration and Standards Division, Higher Education Department, MOHE. The application will be forwarded to MQA for further comments. The following documents are necessary for the application: 1. 2. Approval letter of the course Justification Letter

Approval Duration If the application is successful, the Letter of Approval will be issued within 30 working days from the date of receipt of responses from MQA. Validity Period Once approved, validity period is within 5 years.

46

20.

Approval to Renew Registration of PHEI

The registration of a PHEI lasts only for 5 years. MOHE has the responsibility of ensuring PHEI continue to comply with the latest standards and criteria to ensure the higher education services provided by these PHEIs are of quality. Hence, the PHEI should apply 6 months before the expiry date of the existing registration. Application Process Applicant is required to submit the application for the renewal of registration of PHEI by filling in the following form: a. Form C KP/JPS.DFT(IPTS)II Application to Renew PHEI Registration

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Supporting Letter from Fire Department and Rescue Supporting Letter from Local Authorities Supporting Letter from Health Department Certificate of Registration of Company Companys Memorandum & Article Form 24 & 49 Company Act 1965 Companys Annual Report Shareholder Details List Board of Directors of company List of approved education programs (Appendix B) List of registered rooms (Appendix A) Original copy of certificate of Registration of PHEI Certified copy of approval to conduct courses and fee Certified copy of certificate of Registration of CEO Certified copy of CEOs IC, Academic certificates and resume. Certified copy of approval of Constitution

47

Approval Fees RM 100.00 each application RM 50.00 each application Status of University, University College or Branch Campus Status of Non University, University College or Branch Campus Approval Duration If the application is successful, the Letter of Approval will be issued within 30 working days from the date of submission of complete application. Validity Period Once approved, validity period is within 5 years.

48

21.

Application for Extension of Period for Teaching Permit of Local and Foreign Teaching Staff

This application should be made if and when a PHEI intends to extend the period for Teaching Permit of Local and Foreign Teaching Staff. This application should be made 6 months before the existing permit to teach expires. Application Process Applicant is required to submit the application by filling in the form: a. Form B KP/JPS (Permit/Teacher III) - Application of teaching permit period extension

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. Original Permit to Teach Certified copies of IC Certified copy of work permit (non- citizen) Medical certification 2 copies of passport sized photo (1 placed at form) Certified copies of academic qualifications. Recommendation letter by 2 referees. The prescribed fee

49

Approval Fees RM10.00 for each permit

Approval Duration If the application is successful, the Letter of Approval will be issued within 5 working days from the date of submission of complete application. Validity Period Once approved, validity period is 5 years for local applicants whereas for foreign applicants it is dependent on the validity of the work permit issued by the Immigration Department.

50

22.

Approval to Change Details of Certificate of Registration of Chief Executive

This application should be made when there is any change to the details including profile of PHEIs Chief Executive. Application Process Applicant is required to write the application for the changes of PHEIs Chief Executive to the Registrar General, Registration and Standards Division, Higher Education Department, MOHE. The following documents are necessary for the application: 1. 2. Academic qualification certificate Copy of detail change approval letter

Approval Fees Not applicable

Approval Duration If the application is successful, the Letter of Approval will be issued within 3 working days from the date of submission of complete application. Validity Period In accordance with original certificate of registration, validity is indefinite until further changes are requested.

51

23.

Approval to Change Details in Teaching Permit

This application should be made when there is any change to the status of local and foreign teaching staff. Application Process Applicant is required to submit the application for the change of details including status in the teaching permit by filling up the following form: a. Form KP/JPS (Permit/Teacher) V - Application to change

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. Original permit to teach Certified copies of academic qualification

Approval Fees Not applicable Approval Duration If the application is successful, the Letter of Approval will be issued within 5 working days from the date of submission of complete application. Validity Period In accordance with original teaching permit, validity is indefinite until further changes are requested.

52

24.

Recommendation for the Application for Extension of Employment Pass for Expatriate Teacher/Lecturer in PHEI

This application should be made when the employment pass of a teacher, lecturer or Chief Executive of a PHEI is about to expire and needs extension. Application Process Applicant is required to submit the application for the extension of employment pass for expatriate teacher or lecturer by filling up the following form: a. Form PEUP/2 (Lanjutan) (PIN 1 2006)

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Passport Academic qualification certificates Profesional qualification certificate Post advertisement Resit payment of advertisement. Justification of application without advertisement Certification of registration of PHEI Details of individual applicants Medical Report Certified copies of previous recommendation letter on pas penggajian from MOHE

53

Approval Fees Not applicable

Approval Duration If the application is successful, the Letter of Approval will be issued within 7 working days from the date of submission of complete application. Validity Period Validity of the recommendation is 6 months from the date of letter of recommendation issued by MOHE.

54

25.

Approval to Renew PHEIs Licence to Enrol International Students

This application should be made when the PHEI intends to renew the license to continue to recruit international students. Application Process Applicant is required to submit the application to renew the license to enrol international students by filling in the following form: a. PPAB 01(Pindaan 1 20080

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Certified copy of certificate of registration of PHEI Certified copy of registration of company Certified copy of registration of Chief Executive. Certified copy of letter of approval to conduct courses. Certified copy of accreditation certificate of MQA/ SM/PA. Photo of latest PHEI premise. Financial report of last 3 years. Suggestion oof strategic marketing of PHEI. Fees refund policy Handbook for international student. Yearly PHEI schedule Organisational structure of International Student unit.

55

Approval Fees Not applicable

Approval Duration If the application is successful, the Letter of Approval will be issued within 45 working days from the date of submission of complete application. Validity Period Validity is indefinite until further changes are requested.

56

26.

Approval for Replacement of Certificate of Registration of PHEI (Lost or Defaced)

This application should be made when a PHEI needs a replacement of its Certificate of Registration due to the original having lost or defaced. Application Process Applicant is required to submit the application for the replacement of PHEI Certificate of Registration by filling in the following form: a. Form KP/JPS.IPTS (Dft/Akuan) III

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. Police report or statutory declaration Declaration of lost certificate of registration

Approval Fees RM50.00 for each application Approval Duration If the application is successful, the certificate of registration will be issued within 3 working days from the date of submission of complete application. Validity Period Validity period of original certification of registration.

57

27.

Approval for Replacement of Certification of Registration of Chief Executive of PHEI

This application should be made when a PHEI needs to replace its Chief Executives Certification of Registration. Application Process Applicant is required to submit the application for the replacement of PHEI Chief Executive Certificate of Registration by filling in the following form: a. Form G

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. Police report or statutory declaration Declaration of defaced certificate of registration

Approval Fees Not applicable Approval Duration If the application is successful, the certificate of registration will be issued within 3 working days from the date of submission of complete application. Validity Period Validity is indefinite until further changes are requested.

58

28.

Approval for Replacement of Teaching Permit of Local and Foreign Teaching Staff

This application should be made when a PHEI needs to replace the Certification of Registration for the teaching permit of its Local and Foreign Staff. Application Process Applicant is required to submit the application for the replacement of Certification of Registration for the teaching permit of Local and Foreign Staff by filling in the following form: a. Form C KP/JPS(Permit/Guru)IV

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. Police report or statutory declaration Declaration of defaced certificate of registration

Approval Fees RM 10.00 for each permit Approval Duration If the application is successful, the certificate of registration will be issued within 5 working days from the date of submission of complete application. Validity Period Validity is indefinite until further changes are requested. In accordance with validity period of original teaching permit. 59

29.

Approval for Cancellation of the Certificate of Registration of PHEIs Chief Executive

This application can be made when there is a change in PHEIs Chief Executive. The change could be a result of the PHEIs decision or a decision to cancel the registration by the RG under subsection 31(3). Application Process Applicant is required to write the application for the cancellation of PHEI Chief Executive before appointing a new Chief Executive. The following documents are necessary for the application: a. Original Certificate of Registration of CEO

Approval Duration The cancellation of Certificate of Registration will be issued within 3 working days from submission of complete application. Validity Period Not applicable

60

30.

Approval to Sell/ Dispose/ Reconstruct the Business of PHEI Relating To Education

This application can be made when the PHEI intends to sell, dispose or reconstruct a PHEI business. Application Process Applicant is required to submit the application for the approval to sell/ dispose/ construct PHEIs business by filling in the following form: a. Form KP/JPS.IPTS [Jual]

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. 2. 3. 4. Copy of Registration Certification Copy of Sales & Purchase Agreement Copy of Form 24 and 49 Copy of Form of Annual Return

Approval Fees RM 500.00 for each application Approval Duration If the application is successful, the Letter of Approval will be issued within 6 weeks from the date of submission of complete application. Validity Period Not applicable 61

STAGE 4: Closing Down of Private Higher Education Institutions


Stage 4 involves approvals or cancellation of registrations of closure of PHEIs that are not able to sustain the education business or had commited serious offences leading to conviction in accordance with Act 555.

62

31.

Notice of Intention to Close down a PHEI

This application can be made if there is an intention to close down by request of PHEI. Application Process Applicant is required to submit the application to close down the PHEI by filling in the following form: a. Form A of PU (A) 542/97- KP/JPS (Tutup)

Applicant to carry out additional procedures and documents as specified in the above mentioned forms. Approval Fees Not applicable Approval Duration If the application is successful, the Letter of Approval will be issued within 21 working days from the date of submission of complete application. Validity Period Not applicable

63

32.

Approval to Close down PHEI

This application can be made if the PHEI wish to close down the PHEI business. Application Process Applicant is required to submit the application to close down the PHEI by filling in the following form: a. Form B; or Form C of PU (A) 542/97.

Approval Fees Not applicable Approval Duration If the application is successful, the Letter of Approval will be issued within 21 working days from the date of submission of complete application. Validity Period Not applicable

64

33.

Cancellation of Registration of PHEI

This application can be made once the PHEI close down the business. Application Process Applicant is required to write to the Registrar General for the cancellation of PHEI. The following documents are neccesary for this application: 1. 2. 3. Appeal received from PHEI within 21 days from the date of issuance of notice of intention to revoke. Original copy of approval of establishment of PHEI Original certification of registration of PHEI.

Approval Fees Not applicable Approval Duration The cancellation letter of PHEI registration will be issued within 5 days from submission of complete application Validity Period Not applicable

65

Acknowledgement Registration & Standards Unit of the Standards Division, Private Higher Educational Institution Management Sector(PHEIMS), Department of Higher Education, Ministry Of Higher Education wishes to thank each and every individual who had contributed directly or indirectly to the preparation of this manual. In particular, PHEIMS wishes to thank representatives from the following units, division, department and ministry. 1. Registration Section and Standards (Bahagian Pendaftaran & Piawaian) 2. Enforcement Division ( Bahagian Penguatkuasaan & Inspektorat ) 3. Private Higher Educational Institution Governance Division (Bahagian Governans IPTS (BG)) 4. Malaysian Administrative Modernisation and Management Planning Unit (MAMPU)

66

Summary of Details Regarding Approvals Issued by Management Sector Private Higher Educational Institution Agency Name: REGISTRATION AND STANDARDS DIVISION *APPROVAL ISSUED NO. (a) FORM USED (b) LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c) CHARGES/ FEES/ PAYMENT RM) (d) APPROVAL DURATION (e) (WORKING DAYS) REGISTRATION AND STANDARDS DIVISION, DEPARTMENT OF HIGHER EDUCATION STAGE 1 APPROVALS FOR THE ESTABLISHMENT OF PHEI 1 Letter of Invitation to establish PHEI (Second Schedule ) Sub regulation 4(1) Section 22, Act 555 30 days 1 year VALIDITY PERIOD (f) Referred Agency APPROVAL PRE CONDITION (g)

List of Supporting Documents

Approval for Establishment of PHEI

(Third Schedule) Subregulation 4(2) P.U (A)546 Second Schedule; KP/JPS.IPT (Pen I)University, university college or branch campus status P.U (A)539/97 First Schedule; P.U (A)546 Second Schedule; KP/JPS.IPT (Pen II) Non University, university college or branch campus status

Section 21 Act 555 Section 22 Act 555 Section 6,9(c), 10(2), 12(1)(a), 17 of Act 555 and Regulations; made thereunder (Establishment) 1997 [Regulation 3]

1,000.00 (University,university college or branch campus status)

45 days

1. 2. 3. 4.

Form 24 & 49 Company Act 1965 (certified Form 32 A List of Shareholders Complete Plan of PHEI for Establishment & Maintenance. Draft of Constitution of Institution (subsection 11(d) Act 555) Draft of M & A (subsection 12(1) Act 555) Lease-Buy Agreement Location Plan/ Floor Plan Financial Report of Company 3 proposed names of institution by Registrar CCM)

100.00 ( Non University, university college or branch campus status)

5. 6. 7. 8. 9. 9.

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents 1. 2. 3. 4. 5. Letter of CEO Appointment from company. Letter of Acceptance of appointment C.V of appointed CEO Copy of IC or Passport Certified copy of academic qualification.

Referred Agency

3.

Approval of Appointment of Chief Executive

Section 31(1) Act 555

7 working days

4.

Approval of Institution Constitution Approval of Companys Memorandum & Article Approval to conduct courses of study KP/JPS(Kur)I, Format JPS VIII

Section 11(d), 30 Act 555

7 working days

5.

Paragraph 12(1) (c) Act 555

7 working days

Application fees (in general) 6. Section 44 Act 555 RM1,500.00 for Certificate Programmes RM2,000.00 for Diploma Programmes RM3,400.00 for Degree Programmes Approval Fees 30 days 5 years Recommendation (Syor) letter from MQA

RM5,000.00 for Certificate Programmes RM5,000.00 for Diploma Programmes RM7,500.00 for Degree Programmes (except for medical, pharmacy and dental) RM15,000.00 for Degree Programmes (medical, pharmacy and dental)

68

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents

Referred Agency

STAGE 2 REGISTRATION OF PHEIs TO INITIATE OPERATION OF PHEIs

7.

Registration of PHEI

PU(A) 544/97 Second Schedule Regulation 4, 5, 6, 7 & 10 Form A

Section 24 Act 555 P.U(A)544/97 Regulation 4, 5, 6, 7 & 10)

20,000.00 (University,university college or branch campus status)

30 days

5 years

1. 2. 3. 4. 5.

500.00 ( Non University, university college or branch campus status)

6. 7. 8 9. 10. 11. 12. 13. 14.

Supporting Letter from Fire Department and Rescue. Supporting Letter from Local Authorities. Supporting Letter from Health Department. Certificate of Registration of Company Approved Companys Memorandum & Article by Registrar Approved Constitution by Registrar Letter of approval of establishment of PHEI Letter of approval of appointment of CEO Form 24 & 49 Company Act 1965 Companys Annual Report Shareholder Details List Board of Directors of company List of approved education programs with fees (Appendix B) List of registered rooms (Appendix A)

Fire Department and Rescue Local Authorities Health Department State/local

8.

Registration of Chief Executive

PU(A) 544/97 Second Schedule Form D

Section 31 of Act 555 P.U(A)544/97 Regulation 6

2 days

1. Certified copy of approval of appointment of Chief Executive Officer 2. 2 copies of passport size photograph 3. 1 copy of passport size photo placed on form. 4. Certified copies of IC, academic qualification certificates and resume of CEO. 5 years (local citizen) In accordance with validity period of work permit issued by Immigration Dept. (non1. 4 copies of passport sized photo (1 placed at form) 2. Certified copy of birth certificate 3. Certified copies of IC and passport 4. Certified copies of qualification certificates. 5. Medical certification 6. Certified copy of work permit (non- citizen) 7. The prescribed fee. 8. Recommendation letter by 2 referees.

Polis DiRaja Malaysia

9.

Teaching permit for citizens and noncitizen teachers of PHEI

(First Schedule) Form A KP/JPS(Permit/ Guru)I

Section 51 Act 555 Section 52 Act 555 P.U (A) 547/97 Sub Regulation 3(1) P.U (A) 547/97 Regulation 4

20.00

5 days

69

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents citizens)

Referred Agency

STAGE 3 ADDITIONAL APPROVALS TO CONTINUE PROVIDING HIGHER EDUCATION SERVICES BY PHEI 10. Recommendation by MOHE for the Application of Recruitment of International Students PPAB 01 (Pindaan 1 2008) Guidelines of application of enrolling international student into PHEI in Malaysia for recommendation to Ministry of Internal Affairs 45 days Certified copy of certificate of registration of PHEI 2. Certified copy of registration of company 3. Certified copy of registration of Chief Executive 4. Certified copy of letter of approval to conduct courses 5. Certified copy of accreditation certificate of MQA/ SM/PA 6. Photo of latest PHEI premise 7. Financial report of last 3 years 8. Suggestion of strategic marketing of PHEI 9. Fees refund policy 10. Handbook for international student. 11. Yearly PHEI schedule 12. Organizational structure of International Student unit. 1. Ministry of Internal Affairs

11.

Recommendation for the Application of Employment Pass for Expatriate Teacher/Lecturer/ Chief Executive in PHEI

Format PEUP/1(Baru)(PI N 1 2006)

Guidelines to obtain Employment Pass for non citizens teachers at PHEI (College/ College University/ University)

7 days

6 months (Validity period of recommendat ion letter from MOHE to Dept. Of Immigration Malaysia)

1. 2. 3. 4. 5. 6.

Passport Academic qualification certificates Professional qualification certificate Post advertisement Receipt payment of advertisement. Justification of application without advertisement 7. Certification of registration of PHEI 8. Details of individual applicants 9. Medical Report

Board of Nursing Malaysia (if Nursing field) Departmen t of Immigratio n Malaysia Relevant Professio al Board (0ther Profession al fields)

12.

Approval to Change, Renovate

Form H KP/JPS.IPTS

Section 28 Act 555

50.00

30 days

1. Floor Plan 2. Location Plan

70

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents 3. Draft of Lease Buy Agreement 4. Copy of establishment approval 5. Registration Certification

Referred Agency

or Transfer of Premise

(Premise)

13.

Approval for additional premise

Form H KP/JPS.IPTS (Premise)

Section 28, 29 Act 555

50.00

14 days

1. 2. 3. 4. 5.

Floor Plan Location Plan Draft of Lease Buy Agreement Copy of establishment approval Registration Certification

14.

Approval to change institutions name Approval of Companys Equity Transfer

Section 29 Act 555 KP/JPS.IPTS [Jual] Section 15, 29 Paragraph 12(1)(6) Act 555

5 days

1. Justification Letter

15.

5 days

1. Form 32 A

MQA 16. Approval to conduct additional courses KP/JPS(Kur) II, Format ,JPS VIII PU(A) 546/97 First Schedule Form B Seksyen 44 Akta 555 Application fees (in general) RM1,500.00 for Certificate Programmes RM2,000.00 for Diploma Programmes RM3,400.00 for Degree Programmes Approval Fees 30 days 5 years 1. Recommendation (Syor) letter from MQA

RM5,000.00 for Certificate Programmes RM5,000.00 for Diploma Programmes RM7,500.00 for Degree Programmes (except for medical, pharmacy and dental) RM15,000.00 for Degree Programmes (medical, pharmacy and dental)

71

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents

Referred Agency

17.

Approval to Increase Course of Study Fee

Format JPS IV; PU(A) 539/97 First Schedule

Section 29, Subsection 88(I) Act 555

14 days

1. Justification Letter 2. Comparison Table of Tuition Fees of 3 PHEI

18

Approval for amendment of course requirement

Section 44 Act 555

14 days (after feedback from MQA)

1. Approval letter of the course 2. Approval letter from MQA 3. Justification Letter 1. Approval letter of the course 2. Approval letter from MQA 3. Justification Letter

MQA

19.

Approval for amendment of medium of instruction

Section 41(3) Act 555

MQA

20.

Approval to Renew Registration of PHEI (University,universi ty college or branch campus status)

PU(A) 544/97 Second Schedule Form C

P.U(A)544/97 Subregulation 5(3)

100.00

30 days

1. 2. 3. 4. 5. 6. 7. 8.

Supporting Letter from Fire Department and Rescue Supporting Letter from Local Authorities Supporting Letter from Health Department Certificate of Registration of Company Companys Memorandum & Article Form 24 & 49 Company Act 1965 Companys Annual Report Shareholder Details

Fire Department and Rescue Local Authorities Health Department State/local)

72

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents 9. List Board of Directors of company (Appendix B) 11. List of registered rooms (Appendix A) 12. Original copy of certificate of Registration of PHEI 13. Certified copy of approval to conduct courses and fee 14. Certified copy of certificate of Registration of CEO 15. Certified copy of CEOs IC, Academic certificates and resume. 16. Certified copy of approval of Constitution

Referred Agency

10. List of approved education programs

21.

Application for Extension of Period for Teaching Permit of Local and Foreign Teaching Staff

PU(A) 547/97 First Schedule Form B KP/JPS(Permit/ Guru)III

Section 51 Act 555 Section 52 Act 555 P.U(A) 547/97 Regulation 6 P.U (A) 547/97 Regulation 4

10.00

5 days

5 years (citizens) In accordance with validity period of work permit issued by Immigration Dept. (noncitizens)

1. Original Permit to Teach 2. Certified copies of IC 3. Certified copy of work permit (non- citizen) 4. Medical certification 5. 2 copies of passport sized photo (1 placed at form) 6. Certified copies of academic qualifications. 7. Recommendation letter by 2 referees. 8. The prescribed fee

22.

Approval to Change Details of Certificate of Registration of Chief Executive

Section 31 Act 555

3 days

1. Academic qualification certificate 2. Copy of detail change approval letter

73

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents In accordance with original permit to teach 1. Original permit to teach 2. Certified copies of academic qualification

Referred Agency

23.

Approval to Change Details in Teaching Permit

PU(A) 547/97 Third Schedule (Regulation 7) KP/JPS(Permit/ Guru)V

P.U(A) 547/97 Regulation 7 & 8

5 days

24.

Recommendation for the Application for Extension of Employment Pass for Expatriate Teacher/Lecturer/ Chief Executive in PHEI

Format PEUP/2(Lanjuta n)(PIN 1 2006)

Guidelines to obtain pas penggajian for non citizens teachers at PHEI (College/ College University/ University)

7 days

3 months (Validity period of recommend ation letter from MOHE to Dept. Of Immigration Malaysia)

1. 2. 3. 4. 5. 6.

Passport Academic qualification certificates Professional qualification certificate Post advertisement Receipt payment of advertisement. Justification of application without advertisement 7. Certification of registration of PHEI 8. Details of individual applicants 9. Medical Report 10. Certified copies of previous recommendation letter on pas penggajian from MOHE

Board of Nursing Malaysia (if Nursing field) Departmen t of Immigratio n Malaysia

25.

Approval to Renew PHEIs Licence to Enrol International Students

PPAB 01(Pindaan 1 20080

Guidelines on application to enroll international students into PHEI in Malaysia for recommendation to Ministry of Home Affairs.

45

days

1. Certified copy of certificate of registration of PHEI 2. Certified copy of registration of company 3. Certified copy of registration of Chief Executive. 4. Certified copy of letter of approval to conduct courses. 5. Certified copy of accreditation certificate of MQA/ SM/PA. 6. Photo of latest PHEI premise. 7. Financial report of last 3 years. 8. Suggestion of strategic marketing of PHEI. 9. Fees refund policy 10. Handbook for international student. 11. Yearly PHEI schedule 12. Organizational structure of International Student unit.

Ministry of Home Affairs

74

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents (following validity period of original certification of registration) 1. Police report or statutory declaration 2. Declaration of lost certificate of registration

Referred Agency Royal Police of Malaysia Commissio ner of Oaths

26.

Approval for Replacement of Certificate of Registration of PHEI (Lost or Defaced)

PU(A) 544/97 Second Schedule Form F KP/JPS.IPTS(Dft /Akuan)III PU(A) 544/97 Second Schedule Form G

P.U(A)544/97 Regulation 7

50.00

3 days

27.

Approval for Replacement of Certification of Registration of Chief Executive of PHEI

P.U(A)544/97 Regulation 7

3 days

1. Police report or statutory declaration 2. Declaration of lost certificate of registration

Royal Police of Malaysia Commissio ner of Oaths

28.

Approval for Replacement of Teaching Permit of Local and Foreign Teaching Staff

Form C KP/JPS(Permit/ Guru)IV

Section 51 Act 555 Section 52 Act 555 P.U(A) 547/97 Regulation 9

10.00

5 days

In accordance with validity period of original permit to teach

1. Police report or statutory declaration 2. Declaration of lost certificate of registration

Royal Police of Malaysia Commissio ner of Oaths

29.

Approval for Cancellation of the Certificate of Registration of PHEIs Chief Executive

Section 31 (3) Act 555 Section 37 Act 555

3 days

1. Original Certificate of Registration of CEO

30.

Approval to sell/ dispose/ construct the business of PHEI relating to education.

PU(A) 541/97 First Schedule KP/JPS.IPTS [Jual]

Section 88 Act 555; IPTS [to sell, dispose or reconstruct]1997

500.00

6 weeks

1. 2. 3. 4.

Copy of Registration Certification Copy of Sales & Purchase Agreement Copy of Form 24 & 49 Copy of Form of Annual Return

75

*APPROVAL ISSUED NO. (a)

FORM USED (b)

LEGAL (ACT/ REGULATIONS/ DIRECTIVES) (c)

CHARGES/ FEES/ PAYMENT RM) (d)

APPROVAL DURATION (e) (WORKING DAYS)

VALIDITY PERIOD (f)

APPROVAL PRE CONDITION (g)

List of Supporting Documents

Referred Agency

STAGE 4 CLOSING DOWN OF PRIVATE HIGHER EDUCATIONAL INSTITUTIONS (PHEIs) 31. Notice of Intention to Close down a PHEI PU(A) 542/97 Schedule Form A KP/JPS(Tutup) Section 60(1) Act 555 21 days

32.

Approval to close down PHEI

PU(A) 542/97 Schedule Form B & Form C

Section 60(3) Act 555 PU(A) 542/97 Paragraph2(1)(b) and Sub regulation 2(2)

21 days

33.

Cancellation of registration of PHEI

Section 55 Act 555 Section 56(1) Act 555 Section 56(2) Act 555 Section 57 Act 555

5 days

1. Appeal received from PHEI within 21 days from the date of issuance of notice of intention to revoke. 2. Original copy of approval of establishment of PHEI 3. Original certification of registration of PHEI.

***

Type of Approval Issued License, permit, letter of authority and registration Online: A Download form, B Submit application, C Review status, D -Payment

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