QS World University Rankings: Sustainability 2027
Governance Good GovernanceIndicator
GG7 – Publicly share the decisions taken in annual general meeting
At Universiti Kebangsaan Malaysia (UKM), transparency and accountability form the foundation of its governance practices. In line with this commitment, UKM ensures that key decisions made during the Annual Meeting of Top Management are publicly shared. These resolutions, which reflect strategic directions and institutional priorities, are officially published and made accessible through the university’s Registrar Department website. This initiative allows the broader community including students, staff, alumni and external stakeholders to stay informed about significant actions and initiatives endorsed by the university’s leadership, reinforcing trust and fostering inclusive engagement.
All decisions made during the Annual General Meeting at UKM in 2025 are made publicly accessible to promote transparency and informed engagement. These decisions are officially documented and can be accessed via the Registrar Department’s website at https://www.ukm.my/pendaftar/arkib-kategori/pekeliling-jp-2025. The circulars listed below represent key resolutions and directives that were approved and shared following the university’s annual top management meeting.
Table GG5.1: Summary of the published governance minutes.
| No | Published Governance Minutes | Service Circular |
|---|---|---|
| 1 | Guidelines for the Disposal of Electronic Records of Universiti Kebangsaan Malaysia | No. 2/2025 |
| 2 | Adoption of the Public Service Human Resource Service Circular (PPSM): Clause UP.5.1.2 Performance-Based Incentive for Support Group Officers in the Federal Public Service | No. 6/2025 |
| 3 | Guidelines for Policy on Panel Clinic Facilities of Universiti Kebangsaan Malaysia | No. 9/2025 |
| 4 | Uniform Supply Facility Policy for Staff of Universiti Kebangsaan Malaysia (2025) | No. 13/2025 |
| 5 | Guidelines for the Attachment Programme for Professional and Managerial (P&P) and Support Staff at UKM. | No. 15/2025 |
| 6 | Notification on the Establishment of Maximum Duration for Group Leave Without Record (Caring for Sick Family Members) | No. 18/2025 |
| 7 | Notification on the Transition Process of UKM Panel Clinic Facilities for 2026 | No. 22/2025 |
Details of the published governance minutes, which reflect key decisions and strategic directions discussed during the university’s top management meeting, are outlined below.
1) Guidelines for the Disposal of Electronic Records of Universiti Kebangsaan Malaysia (Service Circular No. 2/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 2/2025: Guidelines for the Disposal of Electronic Records of Universiti Kebangsaan Malaysia, which outline the procedures for the disposal of electronic records at UKM, including the application for disposal, disposal methods, destruction methods, and the storage of electronic records. The disposal procedures for electronic records are important to ensure a more systematic and secure management of electronic records disposal.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-2-2025/
2) Adoption of the Public Service Human Resource Service Circular (PPSM): Clause UP.5.1.2 Performance-Based Incentive for Support Group Officers in the Federal Public Service (Service Circular No. 6/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 6/2025: Adoption of the Public Service Human Resource Service Circular (PPSM): Clause UP.5.1.2 Performance-Based Incentive for Support Group Officers in the Federal Public Service. In line with Service Circular No. 1 of 2024 on the implementation of the Public Service Remuneration System (SSPA), the Government has agreed to introduce the Performance-Based Incentive (BIPs) as a form of recognition for officers who have achieved excellent and good performance and have served for a specified period in their current grade but are required to wait a long time for promotion to the next grade, or who have reached the maximum grade within their current service scheme.
This incentive is based on performance and conduct, serving as an encouragement to enhance work motivation and to sustain officers’ performance excellence.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-6-2025
3) Guidelines for Policy on Panel Clinic Facilities of Universiti Kebangsaan Malaysia (Service Circular No. 9/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 6/2024: Guidelines for Managing Pension Status Applications at Universiti Kebangsaan Malaysia, which provides a clear framework for the administration of Pension Status Grant (PTB) applications. This guideline defines the “Granting of Pensionable Status” as the process of conferring pensionable status to eligible officers who have opted out of the Employees Provident Fund (EPF) scheme. To qualify, the officer must be confirmed in service and must have completed a minimum of three (3) years of reckonable service. This circular ensures consistency, transparency, and compliance in the handling of pension-related matters within UKM.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-9-2025
4) Uniform Supply Facility Policy for Staff of Universiti Kebangsaan Malaysia (2025) (Service Circular No. 13/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 13/2025: Uniform Supply Facility Policy for Staff of Universiti Kebangsaan Malaysia (2025) outlines the rules, procedures, and guidelines regarding the provision, use, and management of staff uniforms at UKM. This policy aims to ensure that all staff who are entitled to uniforms receive them in a fair, timely, and organized manner. It defines eligibility criteria, types of uniforms provided, issuance procedures, maintenance responsibilities, and replacement policies.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-13-2025
5) Implementation of Flexible Working Hours at UKM (Service Circular No. 15/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 15/2025: Implementation of Flexible Working Hours at UKM, which took effect on 1 October 2025 That provides guidelines and procedures for the adoption and management of flexible working hours for staff at Universiti Kebangsaan Malaysia.The circular aims to promote a more adaptable and efficient work environment by allowing staff to adjust their start and end times within specified limits, while ensuring that operational needs and service delivery are maintained. It outlines eligibility criteria, approval procedures, reporting requirements, and responsibilities of both supervisors and staff to ensure smooth implementation.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-15-2025
6) Notification on the Establishment of Maximum Duration for Group Leave Without Record (Caring for Sick Family Members) (Service Circular No. 18/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 18/2025: Notification on the Establishment of Maximum Duration for Group Leave Without Record (Caring for Sick Family Members) provides staff with clear guidance on the allowable limits for taking leave without record when attending to the care of ill family members. This notification aims to standardize the practice across the university, ensuring that staff are aware of the maximum duration permitted for such leave, the conditions under which it can be granted, and the procedures for applying. It also balances the need to support employees in fulfilling family responsibilities while maintaining the continuity and efficiency of university operations.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-18-2025
7) Notification on the Transition Process of UKM Panel Clinic Facilities for 2026(Service Circular No. 22/2025)
The University Board of Directors Meeting (LPU) approved Service Circular No. 22/2025: Notification on the Transition Process of UKM Panel Clinic Facilities for 2026 of UKM, which provides staff and stakeholders with detailed information regarding changes and updates to the university’s panel clinic services in the upcoming year. This notification outlines the procedures, timelines, and responsibilities involved in transitioning to the new or updated panel clinic arrangements, including any changes to healthcare providers, coverage, or administrative processes. It is intended to ensure a smooth and seamless shift, minimizing disruptions to staff access to medical services.
Source: https://www.ukm.my/pendaftar/pekeliling/pekeliling-jabatan-pendaftar-bil-22-2025
