STAFF RULES AND REGULATION

SEAMEO Regional Centre for QITEP in Language

STAFF RULES & REGULATION
PREAMBLE
The purpose of the Centre, as stated in Chapter II Constitution and Bylaws, is to help
member countries to (a) improve the quality of language teachers and members of the
education staff in the Southeast sia, which would affect the education quality growth and
improvement, and would contribute to the betterment of the society in Southeast sia! (b)
conduct research and development, including providing trainings and educative programs,
information services and clearing house, and other related activities within and outside the
region! (c) develop networ" to share resources, information, and research and development
insights in language teaching! (d) provide access for decision ma"ers to acquire latest, most
accurate and consistent data and information in the Southeast sia region#
It is fundamental for the members of staff of the Centre to understand, comply with and put
the purpose of the Centre as the common goal that are to be reali$ed#
SCOPE AND OBECTI!E
The Staff %egulation established by the Board of &irectors is the guideline for officials and
members of the staff ali"e in the Centre to conduct their rights, services, tas"s and
responsibilities# The Centre &irector shall apply the Staff %egulation in a robust manner, and
is allowed to establish other operational regulation(s) as seen necessary#
IMPLEMENTATION
The Staff %egulation applies to all members of the staff of the Centre#
DEFINITION
'# ()overnment* is the )overnment of the %epublic of Indonesia#
+# (,inistry* is the ,inistry of -ational .ducation of the %epublic of Indonesia#
/# (,inister* is the ,inister of -ational .ducation of the %epublic of Indonesia#
0# ()overning Board* is member of the )overning Board#
1# (,ember countries* is the member countries of S.,.2#
3# (Centre* is the Southeast sian ,inisters of .ducation 2rgani$ation %egional Centre
for 4uality Improvement of Teachers and .ducation 5ersonnel in 6anguange, located
in 7a"arta, Indonesia, or otherwise "nown as S.,.2 4IT.5 in 6anguage#
8# (2fficials* is the &irector, &eputy &irector and 9ead of &ivision#
:# (Centre &irector* is Indonesian citi$en who has been designated as Centre &irector#
;# (&eputy &irector* is Indonesian citi$en or foreign citi$en designated as &eputy
&irector of Centre#
'<# (2fficer* is civil servants designated for the Centre, or otherwise "nown as 2fficer '#
''# (Staff member* is all members of the staff as outlined within the Centre=s
organi$ational structure#
'+# (.>pert?Specialist* is personnel other than official that has been appointed to carry
out certain tas"s, under a certain period of time#
'/# (%emuneration scale* is remuneration scale applied in the Centre for members of the
staff, and approved by the )overning Board#
'0# (6eave of absence* is all absence approved by his?her direct supervisor# This shall
include annual leave, sic" leave, maternity leave and other purpose of absence as
agreed#
'1# (2ver time* is e>tra wor" put outside the regular wor"ing hours under the approval of
his?her direct supervisor or the Centre=s official#
'3# (@iolation* is any act of indiscipline from members of the staff, includingA
a# cts or behavior that compromises the Centre=s reputation#
b# ny form of behavior of the members of the staff that is violating the norms of the
society#
c# bandonment of tas"s by the members of the staff#
d# 2ther form of derelict of responsibility from member of the staff as stated in the
law or regulation
RIG"TS AND OBLIGATION OF MEMBERS OF T"E STAFF
#$ Rig%t&
'#' ,ember of the staff is entitled to receive remuneration for his?her service accordingly,
as stated in his?her wor" agreement#
'#+ ,ember of the staff is entitled to receive compensation for over time, benefit and
other incentive according to the regulation#
'#/ ,ember of the staff is entitled for annual leave#
'#0 ,ember of the staff is entitled to contribute and generate ideas for the Centre=s
improvement#
'$ O(ligation&
'$# Ta&) an* Fun+tion I,-le,entation
a# ,ember of the staff shall e>press integrity, loyalty, dedication, honesty and
discipline upon e>ecuting his?her function and show command of responsibility to
improve the performance quality of the Centre#
b# Bpon e>ecuting his?her function and responsibility, member of the staff is
e>pected to comply with the policy outlined by the Centre &irector#
'$' .or)ing "our& an* Atten*an+e
a# Cor"ing hours
'# ,ember of the staff shall fulfill 0< wor"ing hours each wee", with time
allocation as followsA
,onday D Thursday A <:#<< D '3#<< CIB
6unch brea" A '+#<< D '/#<< CIB
Eriday A <:#<< D '3#/< CIB
6unch brea" A ''#/< D '/#<< CIB
+# Centre &irector may adFust the time schedule of the staff as seen necessary,
by "eeping the wee"ly total of wor"ing hours unchanged#
/# &uring the fasting month of %amadhan, wee"ly total of wor"ing hours is
reduced to /1 hours, and time allocation may be adFusted accordingly#
b# Should member of the staff wishes to leave the office during wor"ing hours,
he?she is required to acquire permission to do so from an 2fficial or his?her direct
supervisor#
c# ,ember of the staff has to fill list of attendance upon arrival and before leaving
the office#
d# Centre 2fficial is to conduct monthly directive meeting to discuss and evaluate
progress of the staff performance#
e# &eputy and 9ead of &ivision are to intensively train and develop members of the
staff# small unit is to be established, to ensure effectiveness and sustainability
of development efforts#
'$/ Pu(li+ State,ent& an* Infor,ation
a# ,ember of staff is required to provide factual, accurate and obFective information#
b# ,ember of staff is strictly prohibited from providing oral, written, or any other form
of public statements and commentaries on issues related to the Centre# This
includes publishing confidential documents, boo"s, articles, generating
statements to the press and delivering speech, unless and otherwise approved
by the Centre &irector#
'$0 Politi+al A+ti1it2
,ember of the staff is prohibited from participating or be involved in political
activities#
'$3 A**itional .or)
,ember of the staff is not allowed to ta"e other responsibilities in government or
private institution unless approved by the Centre &irector#
'$4 Li+entiou& Be%a1ior
,ember of the staff shall regard highly the Centre and S.,.2 reputation and is
prohibited from e>pressing manners that are against Indonesia=s norms, culture and
values#
'$5 Re6ar*
a# ,ember of the staff is not allowed to receive reward, including cash reward, gifts,
or other form of personal benefit#
b# The stipulation described in point a above applies also to the staff=s family
member#
'$7 Rig%t& of O6ner&%i-
a# ,ember of the staff shall return obFects and other proprietary rights of the Centre
once he?she has completed his?her services to the Centre#
b# The Centre=s belongings, including finances, shall be demanded for return from
member of the staff according to the original value and the Centre=s policy#
c# Should point a and b above cannot be fulfilled, legal measures will be ta"en#
C"APTER II
STAFF CLASSIFICATION AND DEPLO8MENT
Centre &irector shall develop staff classification and deployment of staff according to the
responsibilities as described in the .nabling Instrument or Constitution G Bylaws# &ecisions
would be made by the )overning Board ,eeting# The classification is as followsA
a# ' personnel for Centre &irector
b# + personnel for &eputy &irector
c# 1 personnel for 9ead of &ivision?Bnit
d# .>pert?Specialist (as necessary)
C"APTER III
REMUNERATION9 BENEFIT AND RIG"TS OF INTELLECTUAL PROPERT8
#$ Re,uneration
'#' Scale of remuneration shall follow the stipulation from the Indonesian
)overnment#
'#+ Improvement of remuneration shall be made in accordance to the Centre=s
capacity#
'$ Ter, of Pa2,ent
+#' %emuneration shall be fulfilled at the end of the month#
+#+ Staff remuneration shall be fulfilled in the Indonesian currency#
/$ Benefit
/#' Eoreign employee holding the role of official, and?or e>pert?specialist, is entitled
for a benefit pac"age#
/#+ The amount of benefit and matri> of calculation shall be set according to the
Centre=s capacity and policy#
0$ Re,uneration for Per&onnel Un*ergoing Training O1er&ea&
,ember of staff who is participating in an overseas training program is entitled to basic
salary, according to the Centre=s capacity#
3$ Rig%t& of Intelle+tual Pro-ert2
'# ll wor"s generated by the member of the staff as part of his?her responsibility to
the Centre, including copy rights and patented rights, will be under the ownership of
the Centre#
+# ll copyHrighted wor"s as mentioned in point 1#', which generate royalty, will be
under the ownership of the Centre#
/# mount of royalty paid to the author as appreciation of rights shall be determined
based on the Centre=s policy#
C"APTER I!
STAFF APPOINTMENT AND PROMOTION
#$ Staff A--oint,ent
'#' Staff is appointed by Centre &irector through a Stipulation 6etter
'#+ Staff or member of the seconded staff at the Centre shall have approval letter
from his?her superior in the form of Stipulation 6etter or ppointment 6etter
'#/ ppointment of staff is made through the following process of recruitmentA
a# nnouncement of vacancy
b# Selection process
c# %esponse and appointment letter sent to qualified personnel
d# Staff who has signed Cor" greement 6etter shall state his?her
understanding and ability to comply with Staff %ules and %egulation of the
Centre
e# ppointment 6etter and appendi> is part of Cor" greement 6etter
f# Eor the position of 5rogram &eputy &irector and .>pert?Specialist,
recruitment shall be made by issuing announcement letter from Centre
&irector, to all member countries# The announcement shall be addressed to
the .ducation ,inistries of the respective countries, containing role and
responsibilities of the required vacancy and request of personnel nomination
from the .ducation ,inistries of their staff who are deemed qualified for the
position#
'$ Tenure
+#' Tenure of staff is one year, as stated in the wor" agreement document#
+#+ Tenure may be e>tended, based on the personnel=s performance evaluation#
+#/ Tenure for Centre &irector is ma>imum three years# Based on recommendation
from the ,inistry, and approved by the )overning Board, tenure period may be
e>tended, or revised#
+#0 Tenure for &eputy &irector is three years, and is open for e>tension, or revision,
based on his?her performance evaluation#
+#1 The Centre shall develop records of performance of each of the staff member,
containingA
a# &ocument related to his?her wor"#
b# nnual report of staff performance and tas"s, submitted by staff direct
supervisor to the Centre &irector#
c# -ote of staff personal merit
/$ Pro,otion
/#' ,ember of the staff, who shows distinguished performance based on the
Centre=s evaluation, is entitled for a promotion#
/#+ 2pportunity for promotion is valid after member of the staff has completed twoH
year tenure#
/#/ Criteria of promotion includeA attitude, integrity, loyalty, dedication, leadership
s"ill, responsibility, discipline, honesty, professionalism and mental and physical
condition#
C"APTER !
LEA!E OF ABSENCE AND "OLIDA8S
#$ Annual Lea1e
'#' ,ember of the staff is entitled for annual leave after '+ months of performing
e>cellent service to the Centre# nnual leave accounts for '+ wor"ing days in the
calendar year# Centre &irector may call his?her staff from their annual leave
period should the Centre is under emergency situation, and that the staff
presence and abilities are required to complete tas"s for the Centre#
'#+ In accordance to policy from Centre &irector, annual leave may be accumulated
up to '+ wor"ing days#
a# Eull annual leave may be ta"en anytime during the year, with the approval of
the staff=s related &eputy#
b# Cee"ly and national holidays within a period of annual leave, are not
counted as annual leave#
c# ,ember of the staff who wishes to ta"e his?her leave outside 7a"arta needs
to inform his?her deputy one wee" prior, and provide information of
destination and address available for contact#
'$ Si+) Lea1e
+#' Sic" leave for medical reasons may be ta"en# The number of days ta"en for sic"
leave will not compromise other types of leave#
+#+ Sic" leave is granted based on recommendation from a medical practitioner who
has official permit of practice#
+#/ ,ember of the staff who is ta"ing sic" leave needs to provide sic" note to the
Centre &irector within at least 0: hours# If this requirement is not performed, the
days of absence will be deducted from the personnel=s annual leave#
+#0 Centre &irector shall grant sic" leave to the member of the staff up to ;< wor"ing
days, consecutively or otherwise, during the same year#
+#1 ,ember of the staff who is ill, and has used all of his?her leave, yet his?her
condition is not improving, shall be observed by a medical specialist#
%ecommendation generated by the specialist will be used by Centre &irector as
the basis to determine employment status of the said person#
/$ Maternit2 Lea1e
,aternity leave will be granted for a ma>imum of ninety wor"ing days#
0$ Ot%er&
0#' 6eave related to seconded staff is regulated by the 6aw and %egulation for Civil
Servant in effect#
0#+ 6eave related to religious matters may be granted for a ma>imum of 0< days#
6eave permit shall be approved by Centre &irector, in accordance with related
6aw and %egulation of the )overnment of Indonesia#
0#/ 6eave other than point 0#' and 0#+ may be granted according to the 6aw and
%egulation of the government of Indonesia#
3$ "oli*a2&
1#' The Centre follows national holidays established by the )overnment of
Indonesia#
1#+ t the beginning of the year, Centre &irector shall announce national holidays
prevailing for the year#
C"APTER !II
BUSINESS TRA!EL AND TRANSPORTS
'# Bu&ine&& Tra1el
'#' &irect or indirect activities to the Centre, done outside of the Centre, are defined
as business travel#
'#+ Business travel financed by the Centre, or other financier, needs to be approved
by Centre &irector#
'$ Centre Aut%orit2
member of the staff appointed by the Centre &irector to conduct business travel
funded by the Centre shall comply with the followingA
+#' Business travel in Indonesia, within the 7ava region, will be done using landH
transport, economy class# Business travel in Indonesia, outside the 7ava region,
will be done using air transport, economy class#
+#+ Business travel overseas will use air transport, economy class, to the nearest
airport to the wor"ing site#
+#/ Transport budget for 2fficial and member of the staff is determined based on the
person=s designation# The budget shall be approved by the Centre &irector#
+#0 &aily budget will be determined according to the Centre=s policy#
+#1 Budget for passport, visa and other finances related to the business travel
requirements is regulated by the Centre=s policy, and payment shall be fulfilled by
the Centre#
+#3 Eor foreign staff, financial arrangement for business travel is stipulated as
followsA
a# Bpon accepting his?her appointment as the Centre=s staff, the person, along
with his?her direct family shall be traveling to the Centre=s location by air,
ta"ing the economy class from the departure airport to 7a"arta, as stated in
the Centre=s policy#
b# 2ther business travel required after his?her wor" has started shall follow
stipulations from point +#' to +#3#
c# If the person=s wor"ing agreement is terminated by resignation, or other
causes of termination, the Centre shall be responsible for the person=s return
traveling accommodation#
d# If wor"ing agreement is terminated by a case mortality, the Centre shall be
responsible for the necessary traveling according to the regulation#
e# Budget to transport personal obFects and belongings shall be the responsible
of the Centre, according to the regulation#
/# Bu&ine&& Tra1el for Fa,il2 Me,(er& fro, Out&i*e In*one&ia
The Centre shall provide required payment for traveling for ma>imum three adults,
with details as followA
a# The Centre is responsible for transportation to 7a"arta, to be reali$ed at least
three months after a person=s official appointment#
b# If the wor" agreement is terminated by other means than resignation or other
causes as agreed, return traveling shall be the responsible of the Centre,
according to the regulation#
c# If the wor" agreement is terminated by a case of mortality, the Centre shall be
responsible for return transport of the deceased and the family member(s),
according to the regulation#
C"APTER !III
TERMINATION OF EMPLO8MENT
The wor" of the staff may be terminated with the following reasonsA
(i) Staff resignation
(ii) Staff termination
(iii) .nd of wor" agreement
(iv) &ebilitating sic"ness
(v) ,ortality
#$ Staff Re&ignation
,ember of the staff may propose for his?her resignation, with the following
procedureA
'#' Submit letter to the Centre &irector at least three months in advance, stating
reason(s) of resignation#
'#+ Centre of &irector shall consider the proposal of resignationA
') By conducting staff meeting attended by at least one deputy and three heads
of division in the Centre
+) If the resignation is approved, the person has to complete all of his?her
responsibility to the Centre at least one wee" prior to his?her date of official
resignation#
/) If he?she cannot meet his?her obligation, the matter shall be settled by
negotiation# If negotiation fails, legal steps will be ta"en#
'$ Staff Ter,ination
Centre &irector is allowed to dismiss member of the staff by means ofA
+#' @oluntary termination, for those whoA
a# 5ropose for resignation
b# complete his?her wor" agreement period
c# have been transferred to other institution or organi$ation
d# Suffer from debilitating sic"ness
e# 9ave passed away
+#+ Involuntary termination, for those whoA
a# @iolate wor" agreement
b# 5erform unacceptable conduct that is detrimental to the Centre (criminal
acts, immoral conduct)
c# @iolate the Centre=s policy as stated in the Staff %ules and %egulation
/# En* of .or) Agree,ent
,ember of the staff may choose to terminate his?her employment once his?her wor"
agreement ends#
0# De(ilitating Si+)ne&&
,ember of the staff who suffer from a debilitating sic"ness, and has been observed
by a specialist, may have his?her wor" or wor" agreement as member of staff in the
Centre terminated#
3$ Mortalit2
,ember of the staff who passes away automatically has his?her wor" agreement
terminated, as of the date of his?her passing#
C"APTER I:
SANCTION
#$ Ter,& of !iolation to (e I,-o&e* (2 San+tion
'#' @iolation of wor" agreement
'#+ Conduct detrimental to the Centre (unpermitted absence, criminal acts, immoral
conduct)
'#/ @iolation of the Centre policy as stated in the Staff %ules and %egulation#
'$ San+tion Pro+e*ure
+#' Centre &irector shall form a special unit to study alleged violations by member of
the staff# The allegation has to be proven within the time period of ma>imum one
month#
+#+ Sanction shall be decided in a meeting attended by at least one &eputy &irector
and three heads of division, along with the special unit#
/$ San+tion
The Centre may impose the following sanctionsA
a# 2ral warning by direct supervisor, ma>imum three times#
b# Critten warning by the issuance of Carning 6etter (C6) D issued ma>imum three
times (one month time lapse between each letter), signed by direct supervisor
and ac"nowledged by indirect supervisor#
c# &elaying payment of monthly salary after C6+#
d# Terminate staff by means of voluntary or involuntary termination#
0$ State,ent of O(;e+tion
0#' 2fficial statement of obFection may be submitted to the Centre &irector, stating
reason(s) of obFection#
0#+ Centre &irector shall consider the statement of obFection toward sanction through
a meeting attended by at least one &eputy &irector, three heads of division and
the special unit#
0#/ Centre &irector shall decide based on recommendations generated in the point
0#+#
0#0 If the decision does not satisfactorily settle the issue, legal steps will be ta"en#
C"APTER :
CLOSING
#$Un-re+e*ente* I&&ue&
Issues that are not contained in this document will be developed and added to
complement the Staff %ules and %egulation# The )overning Board shall first approve
any additional policies#
'$Perio* of Effe+t
The Staff %ules and %egulation is valid as of the date of its approval by the
)overning Board, and shall stay in effect until a new Staff %ules and %egulation is
issued#
Stipulated in A 7a"arta
&ate A