Policies

Any enquiry regarding the process or policy, please refer to the listed documentation.
The term 'ecocampus' is defined by UMS as:

'a point of reference to act as a steward of the environment, contributing to global efforts towards sustainability by introducing environmental excellence in teaching and learning, research, infrastructure development, management and operational practices, and campus experience.'

With the definition, UMS established five (5) particular policies supporting its university and branches' sustainable development and management. The policies are:

1)  UMS Procurement Policy

2) UMS Sustainable Investment Policy

3) UMS Sustainable Energy Policy 

4) UMS Sustainable Waste Management Policy

5) UMS Occupational Safety and Health Policy 

6) UMS Equality, Diversity, Inclusion and Anti-Discrimination Policy

Equality, Diversity and Inclusion (EDI) Governance Structure

Universiti Malaysia Sabah (UMS) recognises the critical role of institutional leadership in fostering a culture grounded in equality, diversity, inclusion, and respect for human rights.

 

In support of this commitment, UMS has established key governance structures, including the Legal Advisor’s Office (Pejabat Penasihat Undang-Undang), along with other relevant university committees and bodies tasked with upholding inclusive values, advising on related policies, and ensuring compliance with national and institutional frameworks.

 

Legal Officer’s Core Responsibilities Include:

- Advising the University Executive and Senate on matters related to equity, non-discrimination, and human rights;
- Coordinating and supporting the implementation of inclusive policies, programmes, and training across faculties and departments;
- Monitoring compliance with relevant Malaysian legislation, such as:

- Federal Constitution (Article 8) – Equality before the law,
- Employment Act 1955 – Equal opportunity in the workplace,
- Persons with Disabilities Act 2008, and
- Malaysian Human Rights Commission Act 1999;
- Reviewing campus climate, collecting disaggregated data, and reporting on trends and interventions related to equity and inclusion;
- Collaborating with the Human Resource Division, Student Affairs Department, and the Legal Office on institutional responses and continuous improvement.

 

Link to Staff and Student Disciplinary Committees

The Staff Disciplinary Committee: https://www.ums.edu.my/ppuu/images/documentppuu/Bidang_Kuasa_Tatatertib_2018_Lampiran_A_151018_-_Yenney.pdf and Student Disciplinary Committees: https://www.ums.edu.my/ppuu/images/documentppuu/Jadual_Penurunan_Kuasa_20191.pdf play a critical role in the enforcement and accountability mechanisms related to this policy. The Legal Advisor’s Office  will maintain a consultative and referral relationship with these committees in the following ways:

- Referring confirmed breaches of the Equality, Diversity and Inclusion Policy for appropriate disciplinary consideration;
- Providing expert recommendations and context to disciplinary panels on incidents involving discrimination, harassment, bullying, or victimisation;
- Ensuring that disciplinary procedures are consistent with the principles of fairness, confidentiality, and natural justice;
- Assisting in post-disciplinary restorative measures such as counselling, re-training, or reconciliation efforts, when appropriate.

 

By integrating the work of the Legal Advisor’s Office with the Staff and Student Disciplinary Committees, UMS ensures a coherent, responsive, and legally sound framework for addressing violations of the University’s commitment to equality and inclusion.

Ethical and Holistic Organisational Culture

Universiti Malaysia Sabah (UMS) is committed to cultivating a holistic, ethical organisational culture rooted in integrity, transparency, accountability, and respect for human dignity. These values are essential to ensuring that the university remains an inclusive, trusted, and socially responsible institution.

UMS affirms that ethics, values, and integrity are interconnected pillars:

- Ethics provide the standards of right conduct,
- Values represent the University's core principles, such as inclusivity, excellence, and mutual respect, and
- Integrity is the consistent application of ethics and values in all actions, decisions, and institutional processes.

This commitment is embedded through the following frameworks and practices:

a) Integrity Governance Tools and Mechanisms

UMS implements integrity initiatives and tools as part of its good governance agenda. These include:

- Ikrar Integriti (Integrity Pledge): A formal declaration by staff to uphold ethical behaviour, accountability, and anti-corruption principles in line with university and national standards. Link : https://www.ums.edu.my/ppuu/images/documentppuu/IKRAR_BEBAS_RASUAH_IBR_template2.pdf
Pekeliling Integriti (Integrity Circulars): Official directives issued by the University Management that provide guidance on integrity-related expectations and reinforce professional and ethical conduct.
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Integrity Information: A dedicated platform or communication channel that educates staff and students on ethical values, best practices, and current integrity campaigns.
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- Integrity Complaint Form: A formal channel for staff, students, or stakeholders to lodge complaints or report misconduct, discrimination, or unethical behaviour confidentially and without fear of retaliation. Link: https://www.ums.edu.my/ppuu/images/documentppuu/Borang_Aduan.pdf

 
These tools are coordinated under the relevant administrative units, including the Pejabat Penasihat Undang-Undang, the Integrity Officer/Unit (if available), and the UMS Quality Assurance and Strategic Planning Divisions, and are aligned with the guidelines of the Malaysian Anti-Corruption Commission (MACC) and Public Service Department (JPA).
 
 
b) Integration of Ethics and Values in Education and Work
UMS actively promotes values such as respect, fairness, compassion, and civic responsibility in its curriculum, research, community engagement, and institutional operations. Ethical reasoning and social justice are embedded in:

- Teaching and learning practices
- Staff performance assessments
- Co-curricular and leadership programmes
 
c) Supportive and Inclusive Environment
UMS provides a safe, inclusive, and psychologically healthy environment for students and staff. This is supported through:

- Counselling and psychological support services
- Diversity and inclusion training
- Accessible channels for grievances and whistleblowing
 
d) Compliance and Continuous Improvement
UMS ensures that ethical practices are aligned with national laws and international standards such as:

- Federal Constitution (Malaysia)
- MACC Act 2009 (for anti-corruption)
- Employment and Education-related Acts
- Sustainable Development Goals (SDGs), particularly Goal 5 (Gender Equality) and Goal 10 (Reduced Inequalities)

The University periodically reviews its policies and culture-related initiatives through stakeholder feedback, internal audits, and strategic planning cycles.

Student Representation in University Governance

Universiti Malaysia Sabah (UMS) upholds the principle of inclusive and participatory governance by recognising structured student representation through three key bodies:

  1. Majlis Perwakilan Pelajar (MPP) – Student Representative Council
  2. Jawatankuasa Kolej Mahasiswa (JAKMAS) – Residential College Student Committee
  3. Persatuan Mahasiswa Fakulti – Faculty-based Student Associations (e.g., Mahasiswa FKI)

 

Majlis Perwakilan Pelajar (MPP)

The MPP is the official student parliament elected annually by the student body across faculties and campuses.

Roles and Responsibilities:

- Represent student interests at the university level.
- Participate in high-level discussions, including selected senate committees, student disciplinary boards (as observers), and strategic consultations with university management.
- Advocate for student welfare, academic affairs, and campus policy improvements.
- Organise university-wide student activities and awareness campaigns on issues such as inclusivity, integrity, environmental sustainability, and public health.

Governance Involvement:

- MPP representatives are invited to sit on relevant University Management and Governance Committees.
Their contributions ensure that student perspectives are incorporated into the policy-making process.


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Jawatankuasa Kolej Mahasiswa (JAKMAS)

JAKMAS is the elected committee representing students residing in each residential college or hostel within UMS.

Roles and Responsibilities:

- Work closely with the Bahagian Hal Ehwal Pelajar (HEP) and college administration to address student welfare and residential life.
- Plan and implement residential-based co-curricular programmes and leadership activities.
- Serve as the first point of contact for resolving issues related to accommodation, discipline, and student development at the college level.
- Promote a sense of community and inclusivity within their respective colleges.

Governance Support:

- JAKMAS plays a vital role in grassroots-level student governance, complementing MPP’s university-wide focus.
They may also provide feedback and participate in committees related to student housing and campus facilities.
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Faculty Student Associations

At Universiti Malaysia Sabah (UMS), the faculty has a dedicated Jawatankuasa Hal Ehwal Pelajar dan Alumni (JK HEPA)—Faculty Committee of Student Affairs and Alumni—tasked with overseeing student development, welfare, alumni engagement, and co-curricular initiatives at the faculty level.
 
Student leaders from Faculty Student Associations (e.g., Mahasiswa FKI) are invited to be active members of this committee, reinforcing the university's commitment to participatory governance and student empowerment.

- Persatuan Mahasiswa FKI (Faculty of Computing and Informatics )
- Persatuan Mahasiswa FSSA (Faculty of Science and Natural Resources)
- Persatuan Mahasiswa  FPL (Faculty of Sustainable Agriculture)
- Persatuan Mahasiswa FPP (Faculty of Psychology and Education)
- Persatuan Mahasiswa FSMP  (Faculty of Food Science and Nutrition)
- Persatuan Mahasiswa FKJ (Faculty of Engineering)
 
 
Roles and Responsibilities:
Act as the active member of the Faculty Jawantankuasa Hal Ehwal dan Alumni ( Faculty Committee of Student Affairs and Alumni) that:

- Coordinates and monitors student development programmes under the faculty
- Facilitates alumni relations and involvement in student mentoring
- Reviews and advises on issues affecting students’ academic progress, welfare, and engagement

- Aligns faculty-level student activities with UMS’s strategic goals, values, and co-curricular framework
- Highlight pressing welfare issues affecting students (e.g., financial aid, learning resources, classroom environments).
- Participate in the development of solutions or recommendations for action by the Dean’s Office or Student Affairs Division.
- Present feedback, concerns, and proposals from the wider student body.
- Ensure that student perspectives are reflected in decisions about academic support, co-curricular planning, and welfare provisions.
- Communicate decisions and initiatives from the faculty administration back to the student community.

Help foster a transparent, accountable, and collaborative culture within the faculty.
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