staff handbook 2011

EMPLOYEE HANDBOOK

2011, COSMOPOINT Sdn Bhd

Employee Handbook Confidential 2011

Cosmopoint Sdn Bhd Page 1

TABLE OF CONTENTS

1. Introduction About This Employee Handbook Company Vision, Mission & Shared Values Categories of Staff Staff Grade

2. Appointments 3. Probation and Confirmation 4. Promotions 5. Termination of Employment 6. Retirement Age 7. Working Days and Hours

Non-Academic Staff Academic Staff Clock In and Clock Out Teaching Hours Requirement of Academic Employee

8. Overtime 9. Gazetted Public Holidays 10. Leave

10.1. Annual Leave 10.2. Medical Leave 10.3. Prolonged Medical Illness 10.4. Maternity Leave 10.5. Paternity Leave 10.6. Compassionate Leave 10.7. Marriage Leave 10.8. Study and Examination Leave 10.9. Unpaid Leave 10.10. Half Day Leave 10.11. Replacement Leave 10.12. Pilgrimage Leave 10.13. Special Leave 10.14. Absence without Leave

11. Transfer 12. Compensation and Benefits 12.1. Salary 12.2. Salary Increment 12.3. Salary Advance 12.4. Bonus 12.5. EPF and SOCSO Contribution 12.6. Income Tax 13. Staff Claims, Reimbursements and Allowances

13.1. Mileage Reimbursement 13.2. Other Modes of Transport 13.3. Accommodation 13.4. Subsistence Allowance



13.5. Transfer/ Secondment Allowance 13.6. Other Claim for Outstation or Overseas Travel 13.7. Fixed Allowance 13.8. Other Claims 13.9. Expense Claims 13.10 Cash Advances and Reimbursements

14. Training and Education

14.1. Objectives 14.2. Training Contract 14.3. Local And Internal Companys Sponsored Training 14.4. Private Study 14.5. Cash Award 14.6. Study Leave 14.7. Leave to Sit For an Examination

15. Medical Benefits 15.1. Outpatient 15.2. Dental

15.3. Insurance Coverage 15.4. Maternity Expenses Reimbursement

16. Loan

16.1. Vehicle Loan Interest Subsidy Schemes and Legal Fees Subsidy for House

16.2. Computer Loan 16.3. Personal Loan

17. Annual Staff Review 18. Conduct, Discipline and Efficiency

18.1. Code of Conduct 18.2. Presents 18.3. Borrowing Etc. 18.4. Other Full-Time Employment 18.5. Confidential Records and Information 18.6. Copy Right & Ownership 18.7. Communication with Press, Radio, Television or Other Mass Media 18.8. Inefficiency

19. Disciplinary Procedure 20. Grievance Procedure 21. Review of Terms and Conditions of Employment



WELCOME TO COSMOPOINT SDN BHD 1 INTRODUCTION

About This Employee Handbook

This Employee Handbook provides you with an overview of Cosmopoint Sdn Bhd (Cosmopoint)s policies, benefits, and rules. It is intended to familiarize you with important information about the Company, as well as provide guidelines for your employment experience with us in an effort to foster a safe and healthy work environment. Please understand that this booklet only highlights company policies, practices, and benefits for your personal understanding and cannot, therefore, be construed as a legal document or an express or implied contract.

The Company strives to provide an employee-friendly environment in which goal-oriented individuals thrive as they achieve ever more demanding challenges. Cosmopoint values the talents and abilities of our employees and seeks to foster an open, cooperative, and dynamic environment in which employees and the Company alike can thrive.

It is obviously not possible to anticipate every situation that shall arise in the workplace or to provide information that answers every possible question. In addition, circumstances will undoubtedly require that policies, practices, and benefits described in this Handbook change from time to time. Accordingly, the Company reserves the right to modify, supplement, rescind, or revise any provision of this Handbook from time to time as it deems necessary or appropriate in its sole discretion with or without notice to you.

It is to be noted that words importing the masculine gender shall also include the feminine gender. Words importing the singular number shall include plural or vice-versa. This Handbook shall be uploaded into Cosmopoint website for the reference of all employees. All employees shall seek clarification or explanation of the contents of this Handbook from the Human Resource Department.

Regards, Dato Idrus Mohd Satha President of Cosmopoint Sdn Bhd



Company Vision, Mission & Shared Values

Vision To be the regions leader in providing relevant, quality and affordable education and training through the engagement of ICT and creative technology to enhance learning effectiveness. Mission We endeavour to provide quality educational and training opportunities that emphasize real world skills and knowledge, which will equip our clients and students to face a lifetime at the forefront of social and technological change. We are committed to providing affordable real world practical programs in training, education and life long learning in collaboration with industry partners in the discipline of science, commerce and technology, to both undergraduates and graduates. We engage innovative ICT and creative technology in delivering our services towards enhancing customer satisfaction and enhancing the learning experience and effectiveness. Shared Values

Continuous Improvement Innovation Commitment Teamwork

Categories of Staff

Expatriate

Expatriate staffs need a work permit which will be applied as soon as they accepted a job offer from the Company. Upon approval of the work permit, the expatriate staff will be appointed as an employee of the Company based on yearly contract.

Full Time

Full time staffs are an employee who is given a full time tenure to join the Company with a starting gross salary in accordance with the established criteria of the Company.

Contract

A contract staffs an employee who is given a contract with specified period of tenure with the Company, where the contract is to be reviewed annually for opportunity for continuance of service, termination or permanent tenure.

Part Time

Part time staffs are generally employed due to the Companys needs of his wide industry experience or specific niche skills to accomplish the companys objectives.



Staff Grade The prescribed personnel policies and procedures described in this handbook are structured according to the staff grading structure as follows:-

LEVEL JOB

GRADE POSITION

Senior Management

A1 President

A2 Deputy President/ Vice Chancellor

A3 Vice President/ Deputy Vice Chancellor

A4 Assistant Vice President

Middle Management

M5 Senior Manager/ Senior Center Manager/Regional Center Manager/ Dean M4

M3 Manager/ Center Manager/ Deputy Dean

M2

M1 Manager/Center Manager/ SR. Head of Department/SR. Head of Unit/ SR. Head of School/ SR. Head of Sales/ SR. Head of Administration & Operations/ SR. Head of Academic & Student Affairs

Junior Management J1

Assistant Manager/ Head of Department/Head of Unit/ Head of School/ Head of Sales/ Head of Administration & Operations/ Head of Academic & Student Affairs

Executive

EX3 Senior Executive/ Senior Lecturer/ Accounts Manager(Sales)

EX2 Executive/ Lecturer/ SR. Course Counselor/ Sales Executive

EX1 JR. Executive/ JR. Lecturer/Tutor/ Course Counselor/ Management Trainee/ JR. Sales Executive

Non-Executive

NE4 Senior Clerk /Senior Technician/Senior Asst. Librarian

NE3 Clerk / Technician/Asst. Librarian/ Senior Driver

NE2 Receptionist / Driver

NE1 Security/Cleaner

2 APPOINTMENTS All appointments shall be made by letter of appointment on the Company's letterhead signed by a duly authorised officer of the Company and issued by the Human Resources Department.

If at any time subsequent to the appointment of any employees it is found that any statement entered in the application form of appointment and/or statutory declaration form is in any respect untrue, the employees will be liable to instant dismissal.

3 PROBATION AND CONFIRMATION

All new employees engaged with a view for permanent employment shall undergo a probationary period of three (3) months in the first instance to ascertain their

Executive



suitability to the post. The probation period shall be reduced or extended at the sole discretion of the Company depending on the employees performance and conduct. Such extension shall be informed to the employee in writing.

On successful completion of the probation period and having satisfied the Company that he has performed the duties assigned to him satisfactorily, the employee shall be confirmed in regular employment with the Company and shall be given a Letter of Confirmation.

Upon confirmation by the Company, an employees employment with the company shall be deemed to have commenced from the date of appointment.

4 PROMOTIONS The Company shall maintain a policy that employees of the Company are eligible to be considered for promotion when a vacancy arises or when a new position is created. The promotion of suitable employees shall be on the basis of performance or merit that fits the respective job description. The Companys selection of any employee for promotion shall be final and the employee will be notified in writing.

An employee who is promoted to a higher grade shall be required to serve in the higher grade on a probationary period of up to six (6) months. This probationary period shall be extended, reduced or waived at the sole discretion of the Company.

The salary, benefits and terms and conditions of service to the higher grade on promotion shall be effective from the date the employee commences in the higher grade.

In the event that the Company finds the employee unsuitable in the higher grade during the probationary period, he will be reverted to his former grade and be eligible only to the salary and other privileges of the former grade or be reassigned to an equivalent position in the former grade.

5 TERMINATION OF EMPLOYMENT

During or at the end of the initial or extended probation period, employment shall be terminated at any time by either party giving to the other party the period of notice as per stipulated in the employment contract or payment of salary in lieu of such notice without assigning any reason thereof. If confirmed in regular employment, employment shall be terminated at any time by either party giving to the other party the notice in writing or salary in lieu of notice without assigning any reason thereto as per stipulated in the employment contract.



The period of notice of termination by Job Grade or Position shall be stated in the individuals appointment letter. An employee shall be terminated without notice or salary in lieu of notice in any of the following events:- If an employee has in the opinion of the Company been found to be guilty of

dishonesty, misconduct or negligence in the performance of his duties.

If an employee has after showing cause in writing been found to have committed any serious breach of any of his duties or obligations under his appointment.

If an employee has made monetary profits or received any gratuities or other

rewards (whether in cash or kind) out of any of the Companys affairs.

For the academic staff, you are required to complete the semester and submit all relevant marks and assessments required for the Board of Examination before resigning. An employee shall submit his Letter of Resignation to Human Resource (HR) Department with acknowledgement by the respective HODs. Before an employee terminates his employment with the Company, he will be required to attend an exit interview conducted by the respective HODs or HR Department. Refer to APPENDIX 1 for the Exit Interview Form. The employee shall return all properties provided or issued by the Company to his Supervisor / HOD on his last working day. The Company reserves the right to request the employee to replace or reimburse the cost of any properties that is lost by the employee or is faulty upon return. HODs and HR are required to ensure that the resigning staff/staff who is terminated hands over his files containing the job description, office keys, personal identification card and other related documents to his respective supervisor/HOD. Refer to APPENDIX 2 for the Handover Notes Form. An employee shall be deemed to have terminated his employment in the Company if he has been continuously absent from work for more than two (2) consecutive working days without a reasonable excuse for such absence or has not informed or attempted to inform his Supervisor or HR Department of his absence. In such circumstance, the Company shall claim indemnity for such breach of contract.

6 RETIREMENT AGE

The retirement age for male employees shall be fifty five (55) years of age and a female employee at (55) years of age.

Re employment or new employment of an employee after his retirement shall be at the sole discretion of the Company. The terms and conditions of such re



employment will be determined based on the merits and circumstances of each case. 7 WORKING DAYS AND HOURS

Cosmopoint observes the following official working hours: Non -Academic Staff

Monday Friday 9:00 am 5:30 pm

2nd, 4th& 5th Saturday 9:00 am 1:00 pm

#Note: 1st and 3rd Saturday of the month will be the off day for the company.

Academic Staff

Monday Friday 9:00 am 5:30 pm

2nd, 4th& 5th Saturday 9:00 am 1:00 pm

#Note: 1st and 3rd Saturday of the month will be the off day for the company.

In the case of special assignments, the academic employee shall be expected to work beyond the said hours and days. For lecturers and college personnel, you shall be assigned on shift basis and in accordance to class schedules. In such event, your working hours shall be as follows:

9:00am 6:00pm

(Lecturers who finish lectures at 1120, 1330 and 1630 will comply with the Normal Working Hour of 9:00 am 6:00 pm)

1.30pm 9.45pm

(Lecturers who finish lectures at 2145 will comply with the working hour of 1.30pm 9.45pm only if no early class is scheduled on the same or next working day)

The company reserves the right to change the working hours to meet the business needs. On a case-by-case basis, Heads of Departments shall adjust the official working hours of their staff if special circumstances and conditions warrant the need to do so.

On Friday afternoons, male Muslim staffs are allowed to go for Friday prayers and return to work at 2.30pm. Faculty Management should avoid classes during this period.



7.1 Clock In and Clock Out

All employees are required to clock in and clock out every time they come in and leave the office at the end of the day. An employee is considered absent from work if he fails to do so.

Half a day of annual leave will be deducted from the leave record if an employee of the Company fails to either to clock-in or clock out for each occurrence. In the event that an employee has exhausted his annual leave, half a days pay will be deducted from the monthly salary.

7.2 Teaching Hours Requirements of Academic Employee

Teaching schedules are given to the lecturers before the semester starts. The teaching hours vary according to the subjects taught, the number of students in class and the number of subjects the lecturers are teaching. It is the responsibility of the Deans and Heads of School to manage the teaching hours accordingly.

30 teaching hours Half day replacement leave a month.

24 teaching hours + 2 days evening classes Half day replacement leave a month

18 teaching hours + 3 days evening classes Half day replacement leave a month

Should a lecturer hold other positions at faculty management level (e.g. as a Dean, Deputy Dean or Head of School), the lecturer is to do a maximum of ten (10) hours teaching per week so as to ensure that the time allocated for the administrative responsibilities are taken into account.

Lecturers are expected to remain on campus for time out-of-class for the duration of the working hours unless otherwise arranged by the Head of Academic Affairs or Head of Faculty. During this time, they are expected to continue with administration work such as preparing or developing lessons, assessing student work, conducting research in the library or other scholarly activities.

Lectures shall be asked to teach or undertake other duties outside the normal hours when special activities are being arranged such as exhibitions, shows, or other public events.

Part time lecturers are mostly employed due to their expertise in the industry. Teaching hours of part time staff will be stipulated in their respective Contract for Service letter. They are expected to prepare their lessons out of the contracted teaching time.



8 OVERTIME

Employees Obligation to Work Overtime

Employees shall be required to work overtime whenever required by the Company. 8.1 Earning Less than RM1,500 Payment of overtime shall only be claimed by non executives, and executives

earning less than RM1,500 (or any other amount that shall be prescribed by the law) if such work has been approved in advance by Heads of Department (HOD)/Vice President (VP) of the Company.

Payment of overtime to non executives, and executives earning less than RM 1,500 shall be in accordance with the provisions provided in the Employment Act 1955 and any amendments thereto and shall be applicable for work performed in excess of the normal working hours on normal working days, during rest days and on gazette public holidays.

8.2 Earning More than RM1,500 No overtime is payable to executive employees who earn more than RM1,500 (or any other amount as shall be prescribed by the Law) for work done in excess of the normal working hours on normal working days, during rest days and on gazetted public holidays. However, these executives will be eligible for the following allowance if such work (Special Assignments) has been approved in advance by the respective Heads of Department (HOD)/Vice President (VP) :-

(a) Inconvenient allowance Working overtime for 2 to 4 hours RM30 Working overtime for more than 4 hours RM50

9 GAZETTED PUBLIC HOLIDAYS

The Company observes all Public Holidays approved by the State and Federal Governments. The Company reserves the right to declare extra holidays to coincide with any public holiday and such extra holidays are deductible from the employees annual leave. In cases where the employee has still not earned his annual leave or has used up all his earned leave it will be considered as unpaid leave.

10 LEAVE

10.1 Annual Leave



Employees are entitled to the annual leave as specified in the Letter of Appointment. When it is not specified in the Letter of Appointment, the entitlement shall be as follows:

JOB GRADE POSITION

ANNUAL LEAVE ENTITLEMENT

1 to 5 Years More than 5

Years

A2 Deputy President/ Vice Chancellor

19 days 21 days A3 Vice President/ Deputy Vice Chancellor

A4 Assistant Vice President

M5 Senior Manager/ Regional Center Manager/ Dean

18 days 20 days M4

M3 Manager/ Center Manager/ Deputy Dean

17 days 18 days

M2

M1

Assistant Manager/ SR. Head of Dept/SR. Head of Unit/ SR. Head of School/ SR. Head of Sales/ SR. Head of Admin & Operations/ SR. Head of Academic & Student Affairs

J1

Assistant Manager/ Head of Dept/ Head of Unit/ Head of School/ Head of Sales/ Head of Admin & Operations/ Head of Academic & Student Affairs

15 days 17 days EX3

Senior Executive/ Senior Lecturer/Senior Course Counselor/ Accounts Manager (Sales)

EX2 Executive/ Lecturer/ Course Counselor/ Sales Executive

EX1 JR. Executive/ JR. Lecturer/ Tutor/JR. Course Counselor/ Management Trainee/JR. Sales Executive

NE4 Senior Clerk

14 days 17 days NE3 Clerk

NE2 Receptionist/ Driver

NE1 Security/ Cleaner

10.1.1 Contract staffs are entitled to a minimum twelve (12) days of annual leave for every contract year.

10.1.2 All annual leave applications are required to be submitted 1 week prior to going on leave. Failure to plan ahead and request for leave at short notice shall result in leave applications being declined. Any leave which has to be taken due to an Emergency must be approved prior to taking the leave. It is the responsibility of staff member taking Emergency leave to inform and gain approval from the



respective HODs. All Emergency leave will be deducted as annual leave.

10.1.3 Staff member should, if possible, avoid going on leave during the semester. If it is absolutely necessary that you require the leave, you must ensure that your class is replaced with a suitable lecturer and approved by the Principal Lecturer. 10.1.4 Annual leave entitlement should be taken during the year of entitlement. However, where the leave could not be taken during the year of entitlement, the leave can be brought forward to the following year (maximum of 3 days) and subject to written application by the employee and approval of the President.

10.1.5 The remainder of your annual leave so carried forward will only be valid up to the 1st quarter of the following year. Payment in lieu of leave will not be entertained.

10.1.6 An employee who resigns from the Company will be entitled to

annual leave calculated on a pro rata basis which shall be utilised in lieu of notice, subject to the Company's approval.

10.1.7 Saturday shall be treated as a full working day for the purpose of calculating annual leave. 10.1.8 Annual leave is the prerogative of the Company and the Company reserves the right to recall employees from leave or to cancel their leave if their service is required urgently. 10.1.9 Staffs who have not been confirmed shall claim his annual leave after three (3) months of service.

10.2 Medical Leave

10.2.1 Medical leave is defined as leave which is granted upon the certification by a registered medical practitioner or a registered dental surgeon that you are medically unfit to work for any particular day.

10.2.2 Paid medical leave shall be granted according to length of service as

follows:

No Hospitalisation Required:

Length of Service

Maximum Paid Medical Leave a Year

Below 2 years 14 days 2-5 years 18 days Above 5 years 22 days



Hospitalisation Required: Maximum of sixty (60) working days in the aggregate in each calendar year inclusive of non hospitalisation sick leave. 10.2.3 Provided that where an employee takes any paid medical leave under paragraph b., the period of his entitlement to paid medical leave under paragraph c. in that year shall be reduced to the extent of days of paid leave taken under paragraph b. 10.2.4 And provided further that if an employee is certified by such registered medical practitioner or Government medical officer to be ill enough to be hospitalised but is not hospitalised for any reason whatsoever, the employee shall be deemed to be hospitalised.

10.2.5 Medical leave in excess of the entitlement shall be treated as unpaid leave at the sole discretion of the Company. Unutilised medical leave is non- cumulative.

10.2.6 An employee is required to submit the Leave Application form (APPENDIX 2) and attach it with the original medical chit on the next working day. Failure to submit shall result in the medical leave being deemed as unpaid leave or absent and disciplinary action shall be taken.

10.2.7 An employee who absents himself from work on medical leave and does not inform the Company within twenty four (24) hours of the issuance of the medical leave certificate shall be deemed to have been absent from work without the permission of the Company and without reasonable excuse for the days on which he is absent from work and shall be subject to disciplinary action.

10.2.8 Any medical leave that run 3 days in a row must be issued from government clinics/hospitals only and not from private clinic.

10.2.9 Any medical leave taken from clinics outside 20km from the residents, will not be accepted.

10.3 Prolonged Medical Leave 10.3.1 In cases where upon prognosis of a registered doctor or Government hospital authorities or an approved medical practitioner that an employee has to go on prolonged medical leave due to illnesses resulting from tuberculosis, cancer, leukaemia or any other diseases / illness of prolonged nature or due to an accident in the course of work (going and back from work), the Company shall, at its sole



discretion, grant to the employees who have not less than three (3) years continuous service with the Company, the following:

LEAVE PERIOD BENEFITS

First three (3) months Full pay

The next six (6) consecutive months Half pay

The next twelve (12) consecutive months Without pay

NOTE: The above period resumes immediately on the expiry or exhaustion of medical/hospitalisation leave of any employee, where applicable.

10.3.2 The above benefit will not apply to employees who are eligible for

compensation or benefits from any recognised statutory bodies

during the long leave (e.g. SOCSO, etc.). However, the Company will

advance the monies to the concerned employees during the waiting

period for the compensation from the said bodies. The advance

money will be reimbursed to the Company upon receipt of the

benefit from the relevant bodies.

10.3.3 The employee concerned must produce a Fit for Duty certificate

from the relevant registered doctor or Government hospital

authorities or approved medical practitioner before he is allowed to

resume work.

10.3.4 The Company shall consider medically boarding out the employee

concerned after the 9th month of the prolonged medical leave period in

the event that the employee is declared "unfit for duty" by the Company's

panel of doctors at that time.

10.4 Maternity Leave

10.4.1 A female staff member shall, in addition to medical leave provided, be entitled to maternity leave with full pay for a period of sixty(60) days which shall commence on such a date the medical doctor or appropriate Government authorities shall recommend.

10.4.2 A female employee shall not be entitled to paid maternity leave if at

the time of her confinement; she has five (5) or more surviving children.

10.4.3 Maternity leave shall not commence earlier than one (1) month prior to the expected date of delivery or later than one day subsequent to the birth of the child.



10.4.4 The female staff member concerned is required to submit a birth certificate confirming the birth of a child.

10.4.5 If the female staff member encounters any miscarriage, abortive or

premature birth during the first twenty-eight weeks of pregnancy, her leave shall not be considered as maternity leave but as normal medical leave or hospitalization leave.

10.4.6 For the new female staff, it is not applicable if at the point of joining

the company, they were already pregnant. Anyhow it is applicable for subsequent pregnancy.

10.4.7 Leave on account of miscarriage prior to the 28th week of

pregnancy will not be considered as maternity but as normal sick leave.

10.5 Paternity Leave

10.5.1 A male staff member shall be granted paid paternity leave of three

(3) days from the birth date of his child (up to his first 5 surviving children).

10.5.2 Documentary evidence in support of the leave must be produced not later than 5 working days upon return to work.

10.6 Compassionate Leave 10.6.1 In addition to annual leave, an employee shall be granted paid leave not exceeding three (3) working days in any calendar year, in the following events:

10.6.2 In the event of death of immediate family members (i.e. spouse, children and parents, parents in-law, brothers and sisters)

10.6.3 In the event of natural disaster affecting the employee or members of his family, or his property

10.6.4 Staff member must inform by phone to their respective Supervisor/HOD/Principal Lecturer or the HR Department within twenty-four (24) hours of commencement of such leave, otherwise he shall be considered absent without leave.

10.6.5 Where compassionate leave application is not approved, the leave

shall be deducted from the employee's annual leave entitlement, or, where the employees annual leave entitlement is completely utilised, the leave shall be treated as unpaid leave.

10.6.6 Expatriate staff member that shall be required to go overseas for

compassionate reasons must have direct approval from the President.



10.6.7 Upon returning to work, the employee must submit the documentary

evidence such as a death certificate, documents from the hospital or police or other suitable documentary proof to support the application to the HR Department.

10.7 Marriage Leave

10.7.1 A confirmed staff member shall be granted three (3) days paid

marriage leave upon the occasion of his first legal marriage. 10.7.2 The leave must be applied fourteen (14) days prior to the intended

leave.

10.8 Study and Examination Leave

10.8.1 An employee who is nominated by the Company to attend courses shall be given study leave for the duration of the course.

10.8.2 The Company shall entirely at its discretion grant paid leave for those days on which an employee is required to sit for an examination. Employees are entitled to a maximum four (4) days of Study and Examination leave for every year.

10.8.3 Such leave shall only be considered if the resulting qualification would be beneficial to the employees present or future assignment in the Company.

10.8.4 The Company reserves the right to take disciplinary action against any employee found to be abusing his study leave.

10.9 Unpaid Leave

10.9.1 It is not the Companys policy to grant unpaid leave to employees unless it is unavoidable.

10.9.2 Employees are not encouraged to apply for unpaid leave and only in extenuating circumstances shall unpaid leave be granted at the sole discretion of the Company providing all available paid leave has been utilised and for the purpose of attending to personal matters.

10.9.3 Only confirmed staff members shall be considered for unpaid leave.

10.10 Half Day Leave

10.10.1 You are allowed to apply for half day leave subject to your respective HODs approval. The time to log in / log out for a half day leave is as follows:

Session Time to Log In / Log Out



Morning Log in at 2.00pm, otherwise is considered as one (1) day

Afternoon Log out at 1.00pm

10.11 Replacement Leave

10.11.1 Employees will be entitled for replacement leave for work done on rest day.

10.11.2 An employee who works for a minimum of (4) four hours will be

entitled to (1/2) half day replacement leave. Employee who work for (8) eight hours and above, will be entitled to (1) one day replacement leave. However, these employees will be eligible for the above replacement leave if such work has been approved in advance by the respective HOD/VP.

10.11.3 The replacement leave must be taken within a period of three (3) months from the date it become due.

10.11.4 No replacement leaves for staff attending training on non working

Saturdays and Sundays.

10.12 Pilgrimage (Hajj) Leave

A Muslim employee who has served a minimum of five (5) years with the Company shall be granted a maximum of thirty (30) consecutive days paid leave for performing the Hajj, subject to the approval of the President. But they will not be entitled to the normal leave entitlement for the year. The Haj leave shall be granted only once in the employees service with the Company.

10.13 Special Leave Special leave, at the discretion of the President, shall be given on the eve of any of the following religious festivals/Public Holidays:

Eve of Hari Raya Puasa

Eve of Chinese New Year

Eve of Deepavali

Eve of Christmas

10.14 Absence without Leave

The Company views seriously employees who are absent without prior approval. Employees will be liable for immediate disciplinary action if they are absent without prior approval and have not informed or attempted to inform the Company of their absence.



11 TRANSFER Staff transfer within Cosmopoint Group of Companies can be considered if there is a suitable job opportunity. Your request for transfer will be subject to the Companys managements approval at both the sending and receiving sections/departments and Centers within the Company.

Notwithstanding the above, the Company shall at its discretion transfer, assign or second employees to another section/department/Center within the Company existing now or in the future or where his services are so required or shall be required to take additional duties apart from the normal duties of the post to which he is appointed.

12 COMPENSATION AND BENEFITS

12.1 Salary

Salary range is controlled information. A salary range for staff member has been established for each level to reflect academic qualifications, industry experience and areas of specialization. The salary range will be reviewed annually to reflect changing economic situation, market factors or circumstances. Salary will be paid directly into your bank account between the 25th to end of each month. For part time staff, however, the salary will be paid before the 7th of every month. 12.2 Salary Increment

Staff members do not normally receive an increment upon confirmation. Salary increments are reviewed on an annual basis according to the month in which you joined the Company. The increment is based on the staff members performance and achievements, company results, economic and market conditions. Salary increments are not automatic and staff members are expected to perform beyond the minimum duties given to be awarded an increment. However, in exceptional cases the Company will merit higher increments to employees who have performed remarkably well. This decision is at the discretion of the Companys management. All decisions relating to salary increments are final and not negotiable.

12.3 Salary Advance

12.3.1 Salary Advance for Major Festivals.



If major festival falls before the 16th of the month, no salary will be paid earlier than the normal pay day. Where such festival falls after the 16th of the month, every employee will be paid his salary (half month salary) for that month before the date on which the festival falls. 12.3.2 Salary Advance on Compassionate Grounds . It is not a normal practice for staff member to ask for salary advance. However, for family or medical reasons, an employee shall apply for salary advance which will be paid back through monthly deductions. All applications should be made in writing and the decision rests with the Companys management for consideration and approval.

12.4 Bonus

An annual bonus shall be paid to employees of the company during the financial year for which the bonus is payable. The amount of bonus to be paid to each employee will be based on the department or business units performance in that year and at the absolute discretion of the President.

12.5 EPF and SOCSO Contribution

12.5.1 Employees Provident Fund (EPF)

The Company and employees shall make contributions to the

Employees Provident Fund (EPF) in accordance with the present

government scales as follows, unless otherwise stipulated in the

Letter of Offer:-

Employer - 12% of salary

Employee - 11% of salary

12.5.2 Employees Social Security (SOCSO)

Under the Social Security Act 1965, employees earning up to RM2,000 per month and employees who earn more than RM2,000 now but previously contributed to SOCSO, must contribute to the scheme.

12.6 Income Tax

Monthly deduction from salary will be made in accordance with statutory guidelines from the Lembaga Hasil Dalam Negeri (LHDN). Details can be obtained from the Payroll Unit of the HR Department. Staff members are responsible to declare their annual taxes to the LHDN.



13 STAFF CLAIMS, REIMBURSEMENTS AND ALLOWANCES

13.1 Mileage Reimbursement Employees who are authorised to travel in their own vehicles on official company business shall claim the following mileage rates:

Motorcar: RM0.50 per km Motorbike RM0.25 per km

Toll & Parking Claimable 13.2 Other Modes of Transport Employees travelling by means of transport other than using his own vehicle on official company business are eligible for the following:

13.2.1 All air travel must be on economy class.

13.2.2 All rail travel must be on 2nd class.

13.2.3 Other Ground Transport (taxi, bus, etc.)

(Full actual costs (reasonable) will be reimbursed)

13.3 Accommodation

Employees who travel outstation on official company business beyond a 70

km radius from the office and are required to stay overnight are eligible to

claim an accommodation allowance at the rates shown below:

Destination Manager & above Executives Non-Executives

West Malaysia RM150.00 RM120.00 RM80.00

East Malaysia & Foreign

Countries Actual for Standard Room

Without Receipt

RM60.00 RM40.00 RM 20.00

13.3.1 All claims must be supported by receipts. Claims not supported

by receipts shall not be entertained. 13.3.2 In every case, the Company shall determine and arrange the

bookings of the hotel where an employee shall stay. 13.3.3 If two or more employees of the same gender are sent to the

same location, at the same time, they should share 2 persons to a room and only one to make a claim.



13.4 Subsistence Allowance

Destination

Manager & above

Executives Non-Executives

Malaysia Actual (with receipts) or

RM40.00

Actual (with receipts) or

RM30.00


RM20.00

South East Asia Countries


RM80.00


RM65.00


RM50.00

Other Foreign Countries

As per discretion

CONDITIONS FOR THE SUBSISTENCE ALLOWANCE (OTHER THAN FLAT RATE):

13.4.1 The employee is away from his base on Company business for more

than 8 hours.

13.4.2 The employee shall only claim the full allowance if he stays overnight away from his base.

13.4.3 If he does not stay overnight, he is entitled to claim one half of the amount stipulated above.

13.4.4 If he returns to his normal place of work before 5pm the next day, no

day allowance will be claimed for the next day.

13.4.5 If he returns after 5pm the following day, a days allowance shall be claimed for the next day.

13.4.6 This subsistence allowance is only applicable for travels exceeding a

radius of 70km (one way) from an employees work base.

13.4.7 Claims for subsistence allowance need not be supported by receipts. However, claims for actual expenses incurred shall be supported by receipts.

13.4.8 The Company shall pay reasonable amount of laundry charges

incurred by an executive only who is away on Company business for more than a week.

All business trips must be approved by the respective HODs. Air tickets and

hotel reservations should be made through the Administration Department.



Claims on expenses for business trips must be made based on approved

trips and the expenses incurred must be verified by the respective HODs. All

claims must be made via the online LMS by completing the Travelling

Allowance form and all original receipts must be submitted to Finance

Department for approval.

Employees on training or business shall request for advance of the daily

allowance for meals, taxi fares, etc. The allowance will vary from location to

location and will be adjusted from time to time in keeping with realistic cost.

Any additional expenses incurred over the allowance given will be the

employees responsibility.

The employees who expect to incur expenses in the day-to-day execution of

their duties must do so with prior approval from their respective HODs and

the President.

13.5 TRANSFER/ SECONDMENT ALLOWANCES

13.5.1 Transfer/Secondment in Same Location:

Employees who are seconded at the request of Company within a 100km radius from the office location will not be eligible for transfer/secondment benefits or allowances.

13.5.2 Transfer/Secondment to Different Location for up to 12 months:

Employees, who are seconded beyond a 100km radius from the office at the request of the Company, shall be paid a monthly secondment allowance as detailed in the table below. The employee is entitled to a monthly Relocation Allowance payment as follows:

Benefit

Job Level

Entitlement (RM)

Married Single

Resettlement Allowance (one time)

Manager & above

750.00

500.00

Executive

500.00

300.00

13.6 OTHER CLAIMS FOR OUTSTATION OR OVERSEAS TRAVEL



The Company shall reimburse employees for reasonable expenses incurred for the following in the performance of the Company's business during official outstation or overseas trips:

transportation costs at location official telephone calls, telegrams and other postal charges reasonable laundry expenses supported by bills or receipts

(overnight for 3 consecutive nights) entertainment expenses are payable only to certain employee at

the discretion and with prior approval of the President. Such expenses shall be substantiated by receipts.

13.7 Fixed Allowances Fixed allowances are allocated for specific positions in the Company. These allowances are however, not given automatically and will be at the sole discretion of the Companys management. The following is the fixed allowance for specific positions in the Company:

Deputy President/ Chancellor

RM300 (per month for hand phone)

Free Parking Vice President/ Vice Chancellor RM200

(per month for hand phone) Assistant Vice President/ Deputy Vice Chancellor

Senior Manager/ Regional Center Manager/ Dean

RM100 (per month for hand phone)

Principal/Head of Sales RM500 per month (RM300 for travelling ; RM200 for hand phone)

Course Counsellor RM200 per month (RM100 for travelling ; RM100 for hand phone)

Head of Academic RM200 per month

Head of Operation RM200 per month

Security Personnel RM300 per month

Driver RM200 per month

These allowances will be paid in addition to your salary and do not affect the salary grading. The Management has the right to make adjustments/changes to the allowances given at any point of time. This decision is at the discretion of the President.

13.8 Other Claims Fines for all traffic offences and accidents will have to be borne by the individual concerned.



Reimbursement for other ad hoc expenses (e.g. entertainment, photography, etc.) will be done on a monthly basis provided the cost is approved by the respective HODs and the President. No expenses will be reimbursed where an employee entertains other employees of the Company without prior authorization of the Companys management.

13.9 Expense Claims

In some circumstances, you shall be required to perform above and beyond the normal working hours. This would be with written prior agreement and approval between the staff member and the respective HODs. Claims which have not received approvals from the HODs and the President will not be entertained. All expense claims must be submitted to Finance by 15th of each month and all expense claims must be verified by the respective Supervisors/HODs.

13.10 Cash Advances and Reimbursements

13.10.1Employees who are required to travel outstation or overseas on

official company business or to attend official training courses shall apply in writing for cash advances based on the estimated duration of travel and the relevant subsistence reimbursement rates at the sole discretion of the Company.

13.10.2Such request shall be made at least one week prior to the date of

departure.

13.10.3 The advance shall be paid in full within seven (7) working days from the date the employee returns to base, i.e. each employee is therefore required to prepare his claim as soon as he returns to base.

13.10.4The Company will not entertain request from employee for such

advances to be settled in instalment payment.

13.10.5 Each employee shall not have in excess of 2 advances granted to him at any one time.

13.10.6 All other approved reimbursement claims shall also be submitted by

the 7th

day of the following month after the month the expenses is incurred.

14 TRAINING & EDUCATION 14.1 Objectives



The Company shall provide training facilities to employees with a view to achieve two-fold objectives:-

To raise the level of effectiveness of employees by improving the performance in their present job;

In the long term to prepare those employees with recognised

potential for future advancement and responsibility in their service with the Company.

Employees shall be given the opportunity to receive training either overseas, locally or internally in technical or management fields.

14.2 Training Contract A service bond will be imposed on employee attending company sponsored courses or trainings as follows:

Course Fees (RM)

No. of Years Bond

3,000 10,000 1 year bond 10,001 15,000 2 years bond Above 15,000 3 years bond

Course fees will include cost of subsistence allowance paid, if any. 14.3 LOCAL AND INTERNAL COMPANYS SPONSORED TRAINING

14.3.1 TRAVEL When a trainee uses his own transport, he will be eligible to claim mileage allowance in accordance with Regulation 16.1. All travelling arrangement by air/rail will be made through the Company. 14.3.2 ACCOMMODATION When the training is conducted outside 70km radius of his work base, an employee shall claim accommodation allowance and subsistence as provided under Regulation 13.3 and 13.4. 14.3.3 RESIDENTIAL COURSES If accommodation and meals are incorporated in the course fee, the trainee will NOT be eligible to make a further claim for accommodation and meals. The trainee shall claim laundry allowance at current rate commencing from the 5th day. 14.4 PRIVATE STUDY It is the policy of the Company to encourage employees to study in their spare time to acquire higher qualification from recognised institutions of higher learning. Such qualifications should be relevant to an employee's present job or any future jobs in the Company.



14.5 CASH AWARD Up to maximum of RM1,000 against evidence of having reached the standard required by the examining body concerned. The amount of cash award given will depend on the grade achieved and type of course approved by the management. 14.6 STUDY LEAVE The Company shall, at its discretion, grant unpaid leave for a reasonable period necessary for the study as provided under Regulation 10.8. 14.7 LEAVE TO SIT FOR AN EXAMINATION An employee shall be allowed paid leave additional to his vacation leave entitlement as provided in Regulation 10.8 in order to sit for an examination provided that his Head of Department is informed well in advance of the date of such examination.

15 MEDICAL BENEFITS 15.1 Outpatient Outpatient medical expenses claim are available to full-time employees of the Company. Employees and employees dependents are covered under the outpatient treatment medical benefit (cover spouse and school going children



15.3 Insurance Coverage 15.3.1 Group Hospitalization and Surgical Insurance Policy The Company shall at its discretion provide Group Hospitalisation and Surgical Insurance coverage to a permanent and contract staff in respect of:

an illness which commenced and had its origin within the period of this insurance and/or

an accident occurring during the period of this insurance and/or

an operation, the cause of which shall have come to the knowledge of the Insured person during the period of this insurance.

The cost of surgical treatment and hospital charges is subject to the limits and conditions under the plan applicable to the employee.

Where the cost of surgical treatment and hospital charges are not provided for in the plan applicable to the employee or in excess of the coverage for such treatment, the employee is responsible for such expenses.

It is the responsibility of the employee to furnish the Company with all required supporting documents such as medical report, bills and receipts immediately upon discharge from hospital or completion of a surgery so that the Company can make a claim on his behalf.

Insurance effected under the Group Hospitalisation and Surgical Insurance Scheme shall be terminated on the date of resignation or termination of employment with the Company.

Refer to APPENDIX 4 for the various insurance plans according to the job grades. Details of insurance coverage according to the various plans shall change from time to time. Please refer to the HR Department for the details.

15.3.2 Group Personal Accident Insurance Policy

The Company shall at its discretion provide Group Personal Accident Insurance coverage to all employees in respect of death and total permanent disability arising from an accident upon commencement of employment with the Company.

The amount of coverage (principal sum) shall be in accordance with the Schedule of Coverage (refer to APPENDIX 5) which is in force at the time of the claim.



The payment of benefit shall be subject to the terms and conditions of the insurance company selected to underwrite this scheme.

It is the responsibility of the employee to furnish the Company with all required supporting documents such as medical or police report, bills and receipts, etc. so that the Company can make a claim on his behalf.

Insurance affected under the Group Personal Accident Insurance Scheme shall be terminated on the date of resignation or termination of employment with the Company.

15.4 Maternity Expenses Reimbursement All confirmed staff and have been with the company more than one (1) year shall be entitled on the maternity expenses reimbursement (up to 3 childrens). As the following schedule:

JOB GRADE AMOUNT PER CHILD BIRTH (UP TO THREE(3) CHILDREN)

All Level (female staff only)

According to bill/receipt up to maximum of RM500.00

All Level (male staff only)

RM150.00 per child

16 LOAN

16.1 Vehicle Loan Interest Subsidy Schemes and Legal Fees Subsidy for House

New applications for the above scheme shall be withdrawn by the Company with effect from 1ST January 2011.

16.2 Computer Loan

Please refer to Human Resource Department. 16.3 Personal Loan

Please refer to Human Resource Department.

17 ANNUAL STAFF REVIEW



The Company shall undertake an Annual Staff performance review during the fourth quarter of each year. All Employees who have been confirmed in their appointments shall be subjected to the review mentioned above. The award of an increment and consideration for promotion to any vacancy in a higher grade will be based on the above said review.

18 CONDUCT, DISCIPLINE AND EFFICIENCY 18.1 Code of Conduct

The Company expects all its employees to conduct themselves in a manner which will credit not only themselves but also the Company at all times such as punctuality and regular attendance, doing a fair days work, obeying instructions from their superiors, working in harmony with their colleagues and being always mindful of their own safety and the safety of others. They are also expected to maintain a high standard of quality in their performance to achieve the targeted productivity. As an employee:

18.1.1 You shall at all times and all occasions give your undivided loyalty and commitment to the Company.

18.1.2 You shall not conduct yourself in such a manner which will likely bring your personal matters into conflict with your official duties.

18.1.3 You shall not conduct yourself as to bring the Company into dispute.

18.1.4 You shall not conduct yourself in such a manner as can reasonably be

construed as lacking in efficiency.

18.1.5 You shall be honest and shall not behave suspiciously or dishonestly towards the Company.

18.1.6 You shall not conduct yourself in an irresponsible manner.

18.1.7 You shall not conduct yourself in such a manner that shall be construed as

an act of insubordination.

18.1.8 You shall keep secret all transactions, accounts, information, dealing, business affairs affecting the Company and/or any persons that the Company shall have dealings with.



18.1.9 You shall dress in a presentable manner so as not to impair the image of the Company or the effective working of other employees.

18.1.10 You shall not fraternize with students.

18.1.11 Any breach of this Regulation shall render the employee liable to

dismissal.

18.2 Presents Employees and their families shall inform the Human Resource Dept. immediately of any presents received from any sources (other than gifts or personal friends or relatives) whether in the shape of money, goods, free passage and other personal benefits. Common New Year gift such as calendars, diaries and other materials not exceeding than RM100 in value shall be received without informing the Company.

18.3 Borrowing Etc.

No employee shall borrow from, or in any other way place himself under a pecuniary obligation to a person who is in any way subject to his official authority, or with any person with whom he has official dealings provided that this shall not apply to borrowing from banks, insurance companies, co-operative societies, building societies, or the making of a hire- purchase agreement.

18.4 Other Full Time Employment No employee shall, without the written consent of the Company, undertake private employment with outside enterprise or business concerns; nor shall they retain any emoluments received from such employment but shall refund the amount of any such receipt to the Company. No employee is therefore allowed to serve as a working director or a paid employee of any Company outside the Group. This rule applies at all times, even when an employee is on annual leave. Permission is also required before an employee shall take on voluntary unpaid work which will involve the individual in any duties during office hours.

18.5 Confidential Records and Information

Staff member shall not discuss, disclose or divulge, at any time during your

service with the Company or thereafter, any trade secrets, transactions or information in or relating to the Companys trade which shall come to your knowledge or possession in the course of your employment with us. All works (such as lecture materials, course materials, etc.) are copyrighted by the Company and cannot be published or replicated in any manner whatsoever without the prior written approval of the President.

18.6 Copy Right & Ownership



All materials in the following forms; course notes, book, slides, software, artworks, design, systems, etc where as the list is non-exhaustive produced during the course of work either derived from the nature of job assignments or special company assignment will remain as the company rights and owned, and employee has to surrender all materials upon leaving the organization.

18.7 Communication with Press, Radio, Television or Other Mass Media

No employee shall communicate with the Press, Radio, Television or other mass media on any matter pertaining to the Company. All enquiries received from Press, Radio, Television in such matter shall be referred to the President whether such information shall be released or not.

18.8 Inefficiency

Should the Company consider an employee fails to carry out this duties efficiently, a warning letter will after due investigation be addressed to him. After three such written warnings have been issued at intervals of not less than three months, within a period of not more than two years, the Company shall be entitled to dispense with the services of the employee in question or alternatively to withhold any increment for which the employee is eligible. 19 DISCIPLINARY PROCEDURE 19.1 PRELIMINARY INQUIRY If an employee is accused of any breach of discipline or of dishonesty or of misconduct in the exercise of his official duty or of accepting a bribe or accepting gifts (exceeding the limit permitted by the Company) or of conduct likely to bring the Company or its employee into disrepute, then a preliminary inquiry shall be held by the President, or any other officer delegated by him, who shall prepare a written record of the proceedings. 19.2 ATTENDANCE OF THE ACCUSED EMPLOYEE

The accused employee will be present during the whole or part of the inquiry at the discretion of the President, or any other officer delegated by him, and is allowed to make statement by way of explanation, to produce witness and to cross examine any witness. When the Company institutes an inquiry the Company will inform the employee concerned in writing, stating the charges preferred against him, the time, date and location of such inquiry and at such inquiry allow the representation of the employee concerned on his own. In all such cases the Company's decision shall be notified to the employee in writing. 19.3 SUSPENSION OF SERVICE



The President or any other officer authorised by him shall suspend an employee before or after an investigation has been carried out and the employee shall be notified of his suspension. For the purpose of the Inquiry, the Company shall suspend the employee for a period not exceeding two weeks during which he shall be paid half of the basic salary only. Provided that if the inquiry does not disclose any misconduct on the part of the employee of the Company will restore the full basic salary so withheld. During any period of suspension for the purpose of any inquiry the employee shall be notified in writing to report at his normal place of work on such days and at such time during working hours as shall be required to enable the Company to carry this inquiry. An employee who has been suspended from duty and who has been issued with property or equipment belonging to the Company shall return, when expressly requested, such articles within the suspension period. 19.4 RIGHT OF APPEAL An employee who is subjected to any disciplinary action provided under this Regulation shall have the right of appeal to the President whose decision shall be final. 19.5 REFERENCE TO PRESIDENT At the close of such inquiry, the committee shall submit the records of such inquiry together with his findings to the President for a decision. 19.6 PRESIDENTS DECISION Depending on the nature of the inefficiency, misconduct in discipline, negligence, carelessness and other default, etc., the Company shall take disciplinary action against the employee in question as follows:-

a. Give him a verbal or written warning; and/or

b. Suspend him with or without pay for a period to be determined by the President; and/or

c. Withhold his increment for a period to be determined by the President;

and/or

d. Stop payment of his bonus if such a bonus is declared; and/or e. Dismiss the employee with one month's notice or pay in lieu

f. Emplace him on a lower salary; and/or demote him; and/or summarily



dismiss him in the event of criminal breach of trust or other serious offence

20 GRIEVANCE PROCEDURE

The grievance procedure is a process through which the Companys employee can bring workplace concerns to upper level of management. This process must be followed strictly as failure to follow these strict procedures will forfeit your right to this process.

An employee shall express his grievance through the following procedures:

20.1 The employee concerned presents his grievance/complaint to his immediate

superior in an effort to obtain a reasonable and acceptable settlement of his

problem within seven (7) days of raising his grievance. A reply or explanation

must be given by the superior within three (3) working days.

20.2 If the employee is not satisfied with the decision reached with his immediate

superior, he shall take his complaint to the HOD/Manager who will give a reply

within three (3) working days.

20.3 If there is no reply from the HOD/Manager or the reply given is unsatisfactory,

the employee shall take the complaint to the HR Department. With a view to

reach settlement, HR Manager shall call a formal discussion/meeting between

the concerned employee and the HOD/Manager.

20.4 If any complaint or grievance remains unsettled after a formal

discussion/meeting or any subsequent discussion/meeting, then HR

Department will bring the matter to the attention of the President. The decision

of the President shall be final.

20.5 At all stages of the procedure where a time limit is specified, such time limit

shall be extended by agreement between the employee and the respective

HOD/ Manager/HR Department.

20.6 If at any time a grievance is not brought to the next step by the employee or if

the employee fails to attend any meeting arranged in connection with the

grievance, the grievance will be considered as settled.

21 REVIEW OF TERMS AND CONDITIONS OF EMPLOYMENT

The terms and Conditions of Employment embodied here shall be amended from time to time by the President.

staff handbook 2011

Documents

medical leave

maternity leave

annual leave

examination leave

paternity leave

compassionate leave

unpaid leave

special leave