THE CONSTITUTION OF JOINT-DEPARTMENTAL COUNCIL FOR UNIVERSITI TEKNIKAL MALAYSIA MELAKA (UTeM)

(amend. 4/2015)

 

1. THE MEMBERSHIP

The Joint Departmental Council (MBJ) for Universiti Teknikal Malaysia Melaka (UTeM) (referred henceforth as the ‘Council’) shall consist of nineteen (19) members including the Chairman, Vice Chairman and Secretaries consisting of nine (9) members appointed by the Vice-Chancellor of  UTeM (referred as ‘Officer’) and nine (9) other members (referred henceforth as the ‘Employee’).

2. THE OFFICERS
a)  Vice-Chancellor Pengerusi
b) Timbalan-Timbalan Naib Canselor (3 orang yang dinamakan oleh Pengerusi)  Members
c)  Pendaftar Members
d) Treasurer Members
e) Assistant Vice-Chancellor (Facility Development & Management) Members
f) Assistant Vice-Chancellor (Community Industry Relations) Members
g) Legal Advisor: Members Members
h) Pegawai Yang dinamakan oleh Pendaftar Secretary
2.2 The members of ‘Officers’ shall be appointed according to their respective positions, and there is no limit of term to hold the position in the council.
3. THE EMPLOYEES
3.1 Members of the Employees shall consist of UTeM staff (from grade 48 and below, who are not involved in the decision making process. They shall not be selected from among the Head of Division/Unit. The selection rules (for the Employees) shall follow the election regulations (prepared by the committee and approved by the Vice-Chancellor.
3.2 The election for the Chairman and the Secretary (of the Employees) is conducted by the members (of the Employees).  The election shall be conducted among the 'Employees' without the intervention of the Management. The Chairman of the Employees will be the Vice-Chairman of the MBJ, while the elected Secretary will be the Joint Secretary.
3.3 Any vacancies of the ‘Employees’ shall be fulfilled by candidates from the Union/Society/Staff (elected among them).
3.4 The Members of the Employees shall hold their position for two (2) years (from the date of their appointment), and they may continue to hold the position until the new members are appointed. 
4. COUNCIL OFFICERS
4.1 The Council consists of the Chairman, Vice-Chairman, and Joint Secretaries. The Vice-Chairman shall consist of elected members and shall be the chairman representing the ‘Employees'. The Secretary of the ‘Officers’ and the Secretary of the ‘Employees’ becomes the Joint Secretaries for the Council.
5. PURPOSE
5.1 The purpose of the Council are:

 a)

to acquire extensive cooperation between UTeM and its salaried officers (in UTeM) on matters related to work and the welfare of the employees; and  

 b)

to manage work-related matters and to collect various opinions from UTeM official representatives.   

6. TERMS AND FUNCTIONS
6.1. The terms and functions of the Council shall focus only on matters related to the jurisdiction of the Council which are as follows:
i)  to discuss and recommend matters related to working conditions (from the administration perspective) except for all the matters related to Government policies or individual matters,
ii)  to enable staff to participate and be responsible on matters related to their work and, to comply with their duties,
iii) to encourage staff to gain more understanding of the administration process of various departments; and 
iv) to propose organizational improvement as well as to provide recommendations on the related matters.
7. MEETINGS
7.1 Regular meetings of the Council shall be held quarterly (once every three (3) months)
7.2 The quorum for ‘Council’ meetings shall be not less than 50% (5) members of the Officers and 50% (5) members of the Employees.
7.3 If the Chairman cannot chair a scheduled meeting, the relevant Officer may be the alternate Chairman. However, the Vice-Chairman of MBJ (Chairman of the ‘Employees’) cannot preside the meeting under any circumstances.
7.4 The agenda for Council meetings shall be prepared by the Joint Secretaries and sent to the respective parties not less than seven days before the meeting. Matters which is not included in the agenda can only be discussed with the permission of the Chairman and the Vice-Chairman.
7.5 Special Meeting of the Council may be held upon the request of the Chairman or Vice-Chairman when required. The officers of the Council shall agree upon the date of the meeting. Matters discussed at the meeting shall be limited to the matters specified in the call notice of the meeting.
7.6 The Minutes of the MBJ Meeting shall be signed by the Secretaries (of the ‘Officers’) and The Secretary (of the ‘Employees)’
8. RESULTS
8.1 All decisions of the Council shall be reached through the agreement between the two parties.
8.2 Decisions taken (if it is not related to any departments and does not dispute with the Government's policies) may be maintained or implemented by UTeM. However, it should be referred to the Public Service Department or relevant departments for all decisions related to Government policies.
9. AMENDMENTS TO THE CONSTITUTION
9.1 The Council Constitution can be amended (at any Council meeting), with agreement of no less than 50% of the votes from each “Officer” and “Employee” groups. Notice of the amendments shall be given and distributed to members of the Council at least one month before the date of the meeting. All amendments approved by the Council shall be submitted to the Public Service Department to be approved and endorsed.
9.2 The Public Service Department (as a policymaker) can set the best way to resolve any differences in opinions and conflicts between the Officer and the Employees on the drafting and amendments to the Council's constitution. All decisions made by the Public Service Department shall be finalized in accordance with the powers provided for in paragraph 13 of the Service Circular No. 2 of 1992.
   
LIST OF EMPLOYEE MEMBERSHIP
Nine (9) representatives from the Association or Organization representing their respective groups are:

 i. Three (3) persons from the Management and Professional Group (Academic);
 ii. Three (3) persons from the Management and Professional Group (Administrative Staff);
 iii. Three (3) persons from the Executive Group
The members are preferably consist of the President, Deputy Presidents or Secretaries of Societies/Organizations from their respective groups.
The MBJ_KUTKM (Amd. 1/2004) Approved
by The MBJ_KUTKM No. 1/2004
On 19 December 2004
MBJ-UTeM Constitution (Amd. 2/2008) Approved
by MBJ-UTeM Meeting No. 1/2008
On 13Th March 2008
MBJ-UTeM Constitution (Amd. 3/2013) Approved
by MBJ-UTeM Meeting No. 2/2014
On 24 March 2014
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