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

Transcription

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

2 TABLE OF CONTENTS Page Introduction 5 Stages of Approvals in Starting the Private Higher Education 10 Institution Business Stage 1 Approvals for the Establishment of PHEI Letter of Invitation (Only for Universities/College 16 Universities/Foreign Universities Branch Campuses) 2. Approval for Establishment of a PHEI Approval for Appointment of a PHEI Chief Executive Approval for Institutional Constitution Approval for Company s Memorandum and Article (M&A) Approval to Conduct Courses 22 Stage 2 Registration of PHEI to Initiate Operation Registration of a PHEI Registration of a PHEI Chief Executive Teaching Permit for Local and Foreign Teaching Staff 29 2

3 Stage 3 Additional Approvals to Continue Providing 31 Higher Education Services by PHEI 10. Recommendation by MOHE for the Application of Recruitment of 32 International Students 11. Recommendation for the Application of Employment Pass Expatriate 34 Teacher/Lecturer/Chief Executive in PHEI 12. Approval to Change, Renovate or Transfer of Premise Approval of Additional Premise Approval to Change Institution s Name Approval for Amendment of Company s 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 49 Local and Foreign Teaching Staff 22. 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 53 for Expatriate Teacher/Lecturer/ Chief Executive in PHEI 25. Approval to Renew PHEI s Licence to Enrol International Students Approval for Replacement of Certificate of Registration of PHEI 57 (Lost or Defaced) 3

4 27. Approval for Replacement of Certification of Registration of Chief Executive 58 of PHEI 28. Approval for Replacement of Teaching Permit of Local and Foreign 59 Teaching Staff 29. Approval for Cancellation of Certificate Registration of PHEI s Chief Executive Approval to Sell/ Dispose/ Construct the Business of PHEI Relating 61 to Education Stage 4 Closing Down of Private Higher Education Institutions Notice of Intention to Close down a PHEI Approval to Close down PHEI Cancellation of Registration of PHEI 65 Acknowledgement 66 Summary of Details Regarding Approvals Issued by Management Sector 67 Private Higher Educational Institution 4

5 INTRODUCTION 5

6 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. 6

7 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 31 st 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. 7

8 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, or 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). 8

9 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 PUTRAJAYA Tel: Fax: Website: 9

10 Stages of Approvals in Starting the Private Higher Education Institutions (PHEI) Business 10

11 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

12 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 PHEI s 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 PHEI s would have the capability to expand to meet new, additional and challenging demands. These PHEI s 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

13 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

14 Start Invitation by Minister (University/ College University / Branch Campus only) Application for Establishment No Additional Information Approved? Stage 1 : Establishment Yes Application for Registration Additional Information No 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 Yes No Expired? No Sustainability Problem? Yes Closure is Unavoidable Stage 3 : Provide Quality Higher Education Services Steps to Close Down Business Application to Close Down 14 End Stage 4 : Closing Down

15 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

16 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. If application/proposal is accepted, the applicant shall be called for a comprehensive presentation to the panel. 3. 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

17 2. Approval for Establishment of PHEI This application can be made by the applicant for PHEI s 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. Application Form to Establish PHEI with the status of University/College University/Branch Campus Status (KP/JPS.IPTS (Pen) I) b. 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. Form 24 & 49 Company Act 1965 (certified by Registrar CCM) 2. Form 32 A 3. List of Shareholders 4. Complete Plan of PHEI for Establishment and Maintenance. 5. Draft of Constitution of Institution (subsection 11(d) Act 555) 6. Draft of M & A (subsection 12(1) Act 555) 17

18 7. Lease-Buy Agreement 8. Location Plan/ Floor Plan 9. Financial Report of Company proposed names of institution In addition to the above procedures, application for the approval for establishment of PHEI, the following is necessary: i. If proposal is accepted, the applicant shall be called for a comprehensive presentation ii. If the application satisfies all requirements, Letter of Approval for establishment will be issued. Approval Fees RM 1, each application Status of University, University College or Branch Campus RM 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

19 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. Letters of Appointment from the Board of Directors 2. Letters of Acceptance of Appointment 3. Academic Certificates 4. Curriculum Vitae 5. 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

20 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

21 5. Approval for Company s Memorandum and Article This application should be submitted in order to get the approval for the PHEI s 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

22 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, for Certificate Programmes RM2, for Diploma Programmes RM3, for Degree Programmes Approval Fees RM5, for Certificate Programmes RM5, for Diploma Programmes RM7, for Degree Programmes (except for medical, pharmacy and dental) RM15, for Degree Programmes (medical, pharmacy and dental) 22

23 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

24 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

25 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. Supporting Letter from Fire Department and Rescue 2. Supporting Letter from Local Authorities 3. Supporting Letter from Health Department 4. Certificate of Registration of Company 5. Aprroved Company s Memorandom & Article by Registrar 6. Approved Constitution by Registrar 7. Letter of approval of establishment of PHEI 8. Letter of approval of appointment of CEO 9. Form 24 & 49 Company Act Company s Annual Report 11. Shareholder Details 12. List Board of Directors of company 13. List of approved education programs with fees (Appendix B) 14. List of registered rooms (Appendix A) 25

26 Approval Fees RM 20, for each registration Status of University, University College or Branch Campus RM 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

27 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. Certified copy of approval of appointment of Chief Executive Officer 2. 2 copies of passport size photograph 3. 1 copy of passport size photograph placed on form. 4. Certified copies of IC, academic qualification certificates and resume of CEO. 27

28 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

29 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. 4 copies of passport sized photo (1 placed at form) 2. Certified copy of birth certificate 3. Certifid 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 Approval Fees RM each permit 29

30 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

31 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

32 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 ) Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 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 oof strategic marketing of PHEI 9. Fees refund policy 10. Handbook for international student. 32

33 11. Yearly PHEI schedule 12. 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

34 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 ) Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. Passport 2. Academic qualification certificates 3. Profesional qualification certificate 4. Post advertisement 5. Resit payment of advertisement. 6. Justification of application without advertisement 7. Certification of registration of PHEI 8. Details of individual applicants 9. Medical Report 34

35 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

36 12. Approval to Change, Renovate or Transfer of Premise This application can be made when the institution intends to transfer and modify PHEI s 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. Floor Plan 2. Location Plan 3. Draft of Lease Buy Agreement 4. Copy of establishment approval 5. Registration Certification Approval Fees RM for each application 36

37 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

38 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. Floor Plan 2. Location Plan 3. Draft of Lease Buy Agreement 4. Copy of establishment approval 5. Registration Certification Approval Fees RM for each application 38

39 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

40 14. Approval to Change Institution s Name This application can be made if a PHEI intends to change the institution s 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 Institution s 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

41 15. Approval for Amendment of Company s Equity This application should be made when the company financing its PHEI has intentions to amend or restructure company s 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

42 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

43 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

44 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. Justification Letter 2. 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

45 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. Approval letter of the course 2. Approval letter from MQA 3. 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

46 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. Approval letter of the course 2. 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

47 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. Supporting Letter from Fire Department and Rescue 2. Supporting Letter from Local Authorities 3. Supporting Letter from Health Department 4. Certificate of Registration of Company 5. Company s Memorandum & Article 6. Form 24 & 49 Company Act Company s Annual Report 8. Shareholder Details 9. List Board of Directors of company 10. List of approved education programs (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 CEO s IC, Academic certificates and resume. 16. Certified copy of approval of Constitution 47

48 Approval Fees RM each application Status of University, University College or Branch Campus RM 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 30 working days from the date of submission of complete application. Validity Period Once approved, validity period is within 5 years. 48

49 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. 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 49

50 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

51 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 PHEI s Chief Executive. Application Process Applicant is required to write the application for the changes of PHEI s Chief Executive to the Registrar General, Registration and Standards Division, Higher Education Department, MOHE. The following documents are necessary for the application: 1. Academic qualification certificate 2. 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

52 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. Original permit to teach 2. 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

53 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 ) Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 1. Passport 2. Academic qualification certificates 3. Profesional qualification certificate 4. Post advertisement 5. Resit payment of advertisement. 6. 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 53

54 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

55 25. Approval to Renew PHEI s 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 Applicant to carry out additional procedures and documents as specified in the above mentioned forms. The following documents are necessary for the application: 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 oof strategic marketing of PHEI. 9. Fees refund policy 10. Handbook for international student. 11. Yearly PHEI schedule 12. Organisational structure of International Student unit. 55

56 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

57 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. Police report or statutory declaration 2. 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

58 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 Executive s 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. Police report or statutory declaration 2. 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