THE MALAYSIAN INSTITUTE OF CHARTERED SECRETARIES AND ADMINISTRATORS MAICSA PRACTISING CERTIFICATE SCHEME AND REGULATIONS

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1 THE MALAYSIAN INSTITUTE OF CHARTERED SECRETARIES AND ADMINISTRATORS MAICSA PRACTISING CERTIFICATE SCHEME AND REGULATIONS A. INTRODUCTION MAICSA recognises the need to provide a Public Practice Scheme that promotes Public Practice and MAICSA by helping Members to gain work opportunities in the real and potential market for services in MAICSA s areas of specialism. A growing demand for out-sourced advice on such matters as the handling of acquisitions, the organisation of Board affairs and other company secretarial services has been noted in particular. The Scheme aims to provide recognition and creditability for MAICSA members in Public Practice and incorporate a system of quality control and regulation to support and protect members of the Scheme and give assurance to potential clients. B. AUTHORITIES Pursuant to Bye-law 17, the UK Council has laid down the details of the Scheme as shown in this document as the Regulations governing Public Practice. Bye law 17 Members in public practice 17. Regulations for members in public practice 17.1 Subject to byelaw 17.3, a member can only carry on public practice as a Chartered Secretary, if they have a valid practising certificate issued under regulations made under byelaw 17.2 by the Council for that purpose The Council can in its absolute discretion from time to time make, amend, revoke or add to regulations relating to practising certificates A member can engage in public practice as a Chartered Secretary without holding a practising certificate if they practise in a country for which the Council has not for the time being made regulations governing the issue of practising certificates to members in practice as Chartered Secretaries If a member in public practice ceases to practise they must return their practising certificate and confirm in writing that all business stationery, websites and advertising have been altered to remove all references to them being a practising member of the Institute or any implication that they are a practising member of the Institute.

2 17.5 Regulations under byelaw 17.2 must set out, among other things: a) the definition of public practice as a Chartered Secretary ; b) the qualification and experience required to hold a practising certificate; c) the professional standards and rules which must be upheld to hold a practising certificate; d) the fee for granting, and renewing, a practising certificate; e) the circumstances when a practising certificate can be withheld, withdrawn or suspended including an appeals procedure; and f) the procedure for dealing with complaints against members in public practice including an appeals procedure Within the terms of these Regulations: 1. Membership or renewal of membership of the Scheme is at the discretion of the Membership Committee acting on delegated authority received from the MAICSA Council. 2. If membership of the Scheme is withdrawn for any reason, the Practising Certificate, which remains the property of MAICSA, must be returned to MAICSA. 3. Membership of the Scheme confers no new title on the Member concerned. C. SCHEME COVERAGE a. The application of these regulations is limited to every member in public practice as a Chartered Secretary in Malaysia. b. A member to whom a Certificate to practise in Malaysia is awarded may practise elsewhere in the world, except in other territories where a certificate to practise is required. Separate application must be made to practise in those territories, in accordance with the regulations for the time being in force in those territories. c. A member who offers or provides or holds himself out as offering or providing advice or services to the public for fees and who for that purpose uses the description Chartered Secretary or Chartered Secretaries shall for the purpose of these regulations be regarded as being in public practice as a Chartered Secretary. The Membership Committee shall have sole discretion in determining whether a member is engaged in public practice as a Chartered Secretary for the purpose of these regulations. (Note: A member shall not be regarded as engaging in public practice as a Chartered Secretary by reason only of using the personal description Chartered Secretary or his designatory letters, but the use by a member of a name-plate or business notepaper on which the member describes himself as a Chartered Secretary would be prima facie evidence that he holds himself out as being in public practice.) The Scheme will operate under the following guidelines: 1. The Scheme regulates the individual not the business. 2. The Scheme encompasses any Member of MAICSA who advertises or carries on the business of offering services in specified areas of activity to individual or business clients, for financial gain, either

3 on his/her own account or as a Partner in a Partnership or as a Director or at least 50% shareholder in a limited company using the ICSA qualification tangibly or by repute to further that business. 3. Members who are employed within other organizations, including company secretarial, accountancy and legal practices, to provide services within the activity areas to clients of the organisation, are required to comply with the Scheme provided that they are named as company secretaries in the Form 49, their employers Professional Indemnity Insurance (PII) cover is at least the minimum laid down in the Scheme and that satisfactory arrangement for dealing with complaints are in place. 4. Financial gain means any consideration however small. 5. The Scheme will apply to areas of activity broadly equating to the general headings of ICSA IQS Qualifying Scheme, i.e. Strategic & Operations Management Corporate Law Financial Accounting Taxation Corporate Governance Corporate Administration Corporate Financial Management Corporate Secretaryship 6. A Practising Certificate will normally only be issued in those instances where in the opinion of the Council the following conditions are satisfied: i. The applicant is an Associate or a Fellow of the Institute ii. The applicant is able to satisfy the Council that he has adequate experience in the subject areas in which he proposes to practise. 7. Any Member who engages in Public Practice as defined in these regulations without being a member of the Scheme is liable to disciplinary action under the ICSA ( the Institute ) Bye-laws. D. EXEMPTIONS The following exemptions from joining the Scheme and the subsequent compulsory Professional Indemnity Insurance (PII) requirement are available to members if they so wish: 1. Any Member working for a single employer/client virtually full-time for a short period (less than 12 months). (This covers people who have an interim assignment between full-time employment, who are relying on their experience gained in full-time employment to gain this assignment). 2. Any Member paying MAICSA Retired Rate subscription or whose subscription has been compounded, or who has life membership, working for only one long-term client. 3. Exempted Members are required to make their existing clients and/or potential clients aware that PII cover is not in place; any failure to do so may lead to action under MAICSA disciplinary procedures. All Members exempt from the Scheme are, in their own interests, strongly advised to secure PII cover. E. THE SCHEME A member of the Scheme is required to: 1. Possess a valid Practising Certificate, renewable annually for a fee. The fee is payable by PC Holders on a per calendar year basis, i.e.: Members who join the Scheme between January - June of each year will pay the fee for the full year and Members who join the Scheme between July - December of each year will pay the fee for the half year.

4 2. Hold, and submit with the application for annual renewal of membership of the Scheme, proof of holding PII insurance cover at a minimum level to be determined by the Membership Committee. (See Section G) 3. Be bound by the Institute s Disciplinary Regulations. An application for membership of the Scheme or for annual renewal must be made on an official form accompanied by the required fee. The Secretariat shall maintain a register of members holding a Practising Certificate and the register shall be open to the inspection of any person at the MAICSA Secretariat during business hours. A member of the Scheme may at any time be required to provide the Membership Committee with such details of his/her practice as Committee may require. F. SCHEME MANAGEMENT The Membership Committee has specific delegated authorities as follows: 1. The setting of the application and annual renewal fee for membership of the Scheme subject to endorsement by MAICSA Council. 2. The definition of the minimum level of PII cover to be held by members of the Scheme. 3. The organisation of a PII policy available to members of the Scheme. 4. The benefits to be included in the Scheme. 5. The decision to refer a member of the Scheme into the Disciplinary process for being at fault in a series of complaints. The Committee s business is administered by the Secretariat of MAICSA. G. PROFESSIONAL INDEMNITY INSURANCE COVER A member of the Scheme must be in possession of Professional Indemnity Insurance to the satisfaction of the Membership Committee for as long as he/she continues to be a member of the Scheme except where exemption from joining the Scheme has been approved. The insurance must be valid in all territories where the member wishes to practise and in respect of all activities which he/she is undertaking or proposes to undertake. The minimum level of cover under the Professional Indemnity Insurance scheme shall be determined by the Membership Committee. The current minimum level is RM175,000 for each claim. Members of the Scheme are required to hold insurance to cover all the activities which the member is undertaking or proposes to undertake, either: 1. Under the MAICSA Scheme, or 2. Under a policy which the Membership Committee considers to be equal to or better than the cover provided by the MAICSA Scheme, or 3. Where members are employed within other organisations providing services within the activity areas to clients of the organisation under a scheme by the employer.

5 Members of the Scheme are reminded that they are liable for any excess over and above their own level of cover, in addition to the initial policy excess quoted by the insurer. H. CODE OF CONDUCT Definitions Practitioner any Chartered Secretary in public practice who is a member of the Practising Certificate Scheme. Other terms shall have the meaning(s) given by ICSA ( the Institute ) Charter and Bye-laws. General Principles 1. A Practitioner shall conduct himself in a manner consistent with the good reputation of the profession of the Chartered Secretary and the MAICSA Constitution, the Institute s Charter and Bye-laws, and in compliance with all statutory or other current legal requirements. 2. In accepting or continuing a professional assignment or appointment, a Practitioner shall always conduct himself with utmost integrity and/or objectivity in relation to all assignments or appointments. 3. A Practitioner shall carry out his professional work with proper regard for the technical and professional standards expected of a Chartered Secretary and shall not undertake or continue professional work which he is not competent to perform unless he first obtains such advice and/or assistance as will enable him competently to carry out such work. 4. A Practitioner shall conduct himself with courtesy and consideration towards all with whom he comes into contact. Professional Independence 5. Professional Independence is a concept fundamental to the profession of a Chartered Secretary. It is essentially an attitude of mind characterized by integrity and an independent approach. Accordingly, a Practitioner shall inform all interested parties of any potential conflict of interests. Confidentiality 6. A Practitioner receiving privileged information from a client or from any other confidential source in the course of his professional work shall not use it or appear to use it for personal advantage or for the advantage of a third party and may not disclose it without prior written consent unless there is a public duty or a legal or professional obligation or duty to disclose such information. Description 7. A practice of which a Practitioner is either a partner or a director may not describe itself as Chartered Secretaries unless it is within the terms of Bye-law 17 (See Sections I and J.)

6 Obtaining Professional Work 8. a. A Practitioner shall not in any circumstances obtain or seek professional work for himself or another Practitioner in contravention of this Code. b. A Practitioner shall not give any commission, fee or reward whatsoever to a third party not being either his employee or another Practitioner in return for the introduction of a client. c. A Chartered Secretary who is the holder of a Malaysian Practising Certificate shall not hold himself out as carrying on business of a kind which is normally carried on by a Practitioner for or on behalf of his employer unless his employer is permitted to describe itself as Chartered Secretaries under Bye-law 17. Professional Clearance before accepting an Appointment 9. A Practitioner who is asked to accept an appointment where the client has previously employed a Practitioner shall: (a) Request in writing of the incumbent and/or previous appointee all information relevant to an acceptance of the appointment. (b) if the incumbent or previous appointee fails to respond within 7 days, the incoming practitioners will be free to accept the appointment. 10. A Practitioner receiving such request shall: (a) request permission of the client to discuss the client s affairs freely with the proposed appointee. If this request is not granted, the Practitioner shall report that fact to the proposed appointee. (b) on receipt of written permission from the client, he shall disclose all information relevant to the Practitioner s acceptance of the appointment. 11. A Practitioner invited to undertake professional work additional to that already being carried out by another Practitioner who is himself to continue his existing duties for the client, shall as a matter of courtesy, notify in writing that other Practitioner of the work that is proposed to be undertaken. This notification need not be given if the client gives in writing a valid reason against it. The Practitioner undertaking such additional work is entitled to expect of that other Practitioner to whom he has given notice full co-operation in carrying out such additional work. Mixed Secretarial Practices 12. Any Practitioner who acts in association with others not being Members of MAICSA, either through the medium of an incorporated body or in partnership, in the provision to the public of services usually undertaken by a Practitioner, thereby is deemed to accept responsibility to MAICSA for ensuring that in providing such services, the association does not describe itself as Chartered Secretaries unless such

7 association falls within the definitions contained in Section C but is conducted in accordance with this Code. Multi-Discipline Practices 13. A Practitioner may act alone or in association with members of other professional bodies to provide professional services additional to services usually undertaken by a Practitioner so long as the Practitioner or any of his associates do not do anything which is or may be in breach or contravention of any legal, ethical or other requirements governing members of such professional bodies. 14. A Practitioner who is also a member of another professional body shall not in providing services usually undertaken by a Practitioner, do anything in breach of any legal, ethical or other requirements governing members of that other professional body. Undertakings 15. Any promise or undertaking made or given by a Practitioner in the course of his business must be honoured promptly in full since MAICSA considers that it is essential that absolute reliance can be placed on such a promise or undertaking. Breach of Code 16. Any breach of this Code may be deemed to be a matter for investigation by the National Investigation Group and/or the National Disciplinary Tribunal under Bye-law and thereafter to review by the Council. I. USE OF LIMITED LIABILITY COMPANIES 1. A Member or Members in public practice wishing to conduct the practice through the medium of limited liability company may do so provided that the following conditions are satisfied: (a) (b) (c) At least fifty percent of the directors of the company shall at all times be members of the Scheme. Each such director shall comply with the provision of Bye-law 17 and Regulations made thereunder. The directors of the company who are members of the Scheme jointly and severally shall be directly responsible to MAICSA for ensuring that the company and its officers at all times observe the rules and standards of the Scheme as if the company were one in which they were the only partners. No member is permitted to do, through the medium of a company, anything, that he is not allowed to do as an individual. 2. Provided that the foregoing conditions are satisfied the designation Chartered Secretaries may be used to describe the company except that the designation Chartered Secretary or Chartered Secretaries shall not be used in a manner likely to misrepresent or lead to the assumption that: (a) Persons are members, or

8 (b) Persons who are members are subject to the provisions of Bye-law 17 or any regulations made thereunder when this is not the case. J. USE OF PARTNERSHIPS 1. The designation Chartered Secretaries may be included in the name of a partnership if at least fifty per cent of the partners of the firm are members of the Scheme. 2. The designation Chartered Secretary or Chartered Secretaries shall not be used in a manner likely to misrepresent or lead to the assumption that persons who are not Members of MAICSA are either members or subject to the provisions of Bye-law 17 or any regulation made thereunder. 3. The partners who are members of the Scheme jointly and severally shall be directly responsible to MAICSA for ensuring that the partnership and its offices at all times observe the rules and standards of conduct applying to a member of the Scheme. K. PRACTISING CERTIFICATE LOGO (PC LOGO) Members of the Scheme may use the PC Logo, subject to the following terms and conditions: 1. The Logo can be used on the calling cards and letterheads of MAICSA members who are members of the Scheme: 2. Members of the Scheme are required to follow strictly the following specifications of the Logo: - a. The Logo consists of the outline box, the crest, the MAICSA logo and the text and must be reproduced in its entirety. b. The Logo should not exceed the maximum recommended reproduction size of 35 mm x 15 mm. c. Colour scheme : crest Pentone red ; text black. 3. Permission to use the Logo is granted by MAICSA solely and exclusively only to current members of the Scheme. The Logo shall at all times remain the property of MAICSA. 4. Members of the Scheme must cease using the Logo in any of the following circumstances: - a) When a member ceases to be a member of MAICSA. b) When a member ceases to be in public practice. c) When a member ceases to renew the Practising Certificate. 5. Members of the Scheme must act in good faith at all times and not misuse or abuse the Logo howsoever and in whatsoever manner. 6. Members of the Scheme are required to notify MAICSA of any changes in professional status or any other particulars that are relevant to the use of the Logo. 7. Members of the Scheme must abide by any further or other guidelines that may be issued from time to time by MAICSA. 8. Members of the Scheme shall fully indemnify and keep indemnified MAICSA against any summonses, actions, proceedings, claims, demands and expenses which may be brought or made against it or which it may pay, sustain or incur by reason of any act or omission of the use of the Logo.. 9. MAICSA reserves the right to exercise its discretion to vary, modify, amend, alter the Guidelines and /or to withdraw the right of members of the Scheme s users to the use of the Logo at any time. May 2015

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