Guidelines for the Appointment of Research

Assistants, Research Assistants (Graduate

Students), Research Assistants (Project) and
Project Assistants (Research Administrations)
in University of Malaya
1. Objective
The guidelines on the appointment of Research Assistants, Research Assistants (Graduate
Students), Research Assistants (Project) and Project Assistants (Research
Administrations) are to be applied in all appointments for the said services under the
supervision of the Head of Research Centre (PTj)
2. Definitions
Position

Duties and responsibilities

2.1 Research
Assistant:

Refers to an individual who is officially appointed to assist in

carrying out research, searching for research information,
reviewing literature, acquiring experimental data, managing
research equipment and other research related matters.

2.2 Research Assistant

(for graduate
students):

Refers to a current postgraduate student at the University of

Malaya who is officially appointed to assist researchers in their
research project and research activities.

2.3 Research Assistant Refers to a current postgraduate student of University of Malaya

(project):
who is officially appointed by the Head of Research Centre (PTj)
and the Head of Residential College as the research assistant to
carry out research activities. (NOT including the administrative
and managerial affairs of the residential college and personal
matter)
2.4 Research Assistant
(for research
administration):

Refers to an individual (Malaysian ONLY) who is officially

appointed to assist the administrative operations of the Center of
Research (COR) which includes tasks such as, but not limited to:
manage documents, files, record system, financial for OPEX and
CAPEX of the center of research, and other matters related to
the administration of the research center.

3. Requirements and qualifications

Candidates must meet the following requirements:
Position
Research Assistant

Research Assistant (for

students)
Research Assistant (project)
Research Assistant (for
administration)

Qualification
The appointed candidate must have obtained at
least a Degree with Honours or its equivalent
qualification
graduate The appointed candidate must be a
postgraduate
student
registered
with
University of Malaya.
research The appointed candidate must have at least
obtained a minimum qualification of
SPM/STPM/diploma/certificate
or
its
equivalent.

4. Appointment status
Appointments are on contractual basis.
5. Duration of Appointment
a. The duration of appointment must be at least for three (3) months, but not exceeding
twelve (12) months in a term.
b. Extension of the duration of appointment can be considered based on the following
criteria:
i. Performance and recommendation by the Head of Research Centre (PTj);
ii. Availability of research grants for the purpose of salary (such as UMRG, BKP,
ERGS, FRGS, HIR etc.)
6. Living allowance
Position
Research Assistant

Qualification

Allowance
Ranging from

Bachelors Degree

RM1,200.00 to RM2,500.00

Masters Degree

RM1,800.00 to RM4,000.00

Ph.D

RM2,500.00 to RM6,000.00

Research Assistant (for

Bachelors Degree
RM1,200.00 to RM1,800.00
graduate students)
Research
Assistant
Masters Degree
RM1,800.00 to RM2,500.00
(project)
Research Assistant (for
SPM/STPM/Diploma
RM800.00 to RM1,500.00
research administration)
Note:
1. Renewal of the existing contract and a raise (not more than RM100.00) for the
existing candidate is possible and is subjected to the following criteria:
a. the candidates performance;
b. availability of funds

2. The appointed candidate is not eligible for any other honorarium in addition to
his/her existing salary/allowance.
7. Operating cost
The Institute of Research Management & Monitoring (IPPP) is fully responsible to
ensure the sufficiency of operating cost for the appointment of research assistant.

8. Benefits and Subsistence

Other benefits provided are as
follows:
Research
Research
Assistant
Assistant
(for graduate
students)
Medical
Candidates
are Malaysian:

benefits
Candidates
are
eligible
for
for
medical benefits eligible
inclusive
of medical treatment
at the Student
medical/dental
treatment at any Health Clinic or
of
clinic or hospital University
amounting to not Malaya Medical
more
than Center (UMMC)
RM600.00 per ONLY.
year (prorated to
RM50.00
per
Non-Malaysian:
month).
Candidates
are
for
The
maximum eligible
fee claimable for medical treatment
dental treatment at the Student
Clinic
is RM300.00 per Health
year.
This ONLY.
amount
is
inclusive in the
total medical fee
of
RM600.00
mentioned
above.
Claim for the
medical fee can
be done by
presenting
the
original receipt
and a completed

Research
Assistant
(project)
Malaysian:

Candidates are
eligible
for
medical
treatment at the
Student Health
Clinic
or
University
of
Malaya Medical
Center (UMMC)
ONLY.

Research
Assistant
(for research
administration)
Candidates
are
eligible
for
medical facilities
inclusive
of
medical/dental
treatment at any
clinic or hospital
amounting to not
more
than
RM600.00 per
year (prorated to
RM50.00
per
month).

Non-Malaysian:
Candidates are The
maximum
eligible
for fee claimable for
medical
dental treatment
treatment at the is RM300.00 per
Student Health year.
This
Clinic ONLY.
amount
is
inclusive in the
total medical fee
of
RM600.00
mentioned
above.

Claim for the

medical fee can
be done by
presenting
the
original receipt
and a completed

claim application
form to the
Financial Officer
in PPGP. The
claim application
form has to be
verified by the
Head
of
Research Centre
(PTj).
Annual
Leave
Medical
Leave
Mileage
Claims
Employees
Provident
Fund
(KWSP)
Income Tax
Reward

14 days per year

7 days per year

claim application
form to the
Financial Officer
in PPGP. The
claim application
form has to be
verified by the
Head
of
Research Centre
(PTj).

N/A
N/A

14 days per year

7 days per year

In accordance with the allowance rate of travel claims for University of

Malaya
In accordance to the terms, regulations and rates, as governed by the Income
Tax Act 1967 (For Malaysian ONLY)

Pay in accordance to the rate, rule and regulation of the Income Tax Act
1967
N/A

Bonus
N/A
Other
N/A
Incentives
Exemption
N/A
Subject to the terms and rates of the
N/A
of
Tuition
University of Malaya Graduate
Fee
Research Assistant Scheme (GRAS)
Note:
1. The medical/dental fee of the Research Assistant, Research Assistant (for graduate
students), and Research assistant (project) will be deducted from the research grants of
their Supervisor while the medical/dental fee of the Research assistant (for research
administration) will be deducted from the research management fund (OPEX) of the
respective center of research.
2. Non-Malaysian Research Assistant, Research Assistant (for graduate students), and
Research Assistant (project) are required to fulfill any regulations set from time to time
by the Malaysian Government.

9. Key Performance indicator (KPI)

KPI of the candidates is evaluated based on the following criteria:
Positio
n
KPI

Research assistant Research assistant

(for graduate
students)
Candidates must Publishes at least
fulfill 85% of
ONE
(1)
attendance
in
research article
the
decided
in an ISI journal
period
of
within the period
contract
of appointment.

Research
assistant
(project)
Publishes at least
ONE (1)
research article
in an ISI
journal within
the period of
appointment

Ability to fulfill Ability to fulfill

the milestone of
the milestone of Ability to fulfill
their research
their
research
the milestone of
project
project
their research
project
Ability to carry Ability to carry out
out
research
research
tasks Ability to carry
tasks assigned
assigned by the
out
research
by the Head of
Head of Project
tasks assigned
Project within
within the time
by the Head of
the time frame
frame set.
Project within
set.
the time frame
set.

Research assistant
(for research
administration)
Candidates
must
fulfill
85%
of
attendance

Ability to carry
out
research
tasks assigned
by the Head of
Project within
the time frame
set.

10. Application process

10.1

Application
Application must be submitted by the Head of research project/PI to the
Director of Center of Research Grant Management for approval. Following
documents must be submitted together with the application:
(1)
A completed application form and CV of the applicant
(2)
The duration of the planned research
(3)
The job scope
(4)
Suggested salary/allowance
(5)
Information about the research grant such as project title and project
number.

10.2

Offer letter
(1)

A copy of offer letter signed by the Director of Center of Research

Grant Management (PPGP), on behalf of the Director of Institute of
Research Management & Monitoring (IPPP) will be sent to the
following department, with the following details:
Research
Assistant

Research
Assistant
(for
graduate
students)
Bursary
Bursary
University of
University of
Malaya
Malaya

Research
Assistant
(project)

Research
Assistant
(for
research
administration)
Bursary
Bursary
University of
University of
Malaya
Malaya

Head of
Research
Project/PI

Head of
Research
Project/PI

Head of
Research
Project/PI

Head of
Research
Project/PI

Human
Resource
Division

Human
Resource
Division

Human
Resource
Division

Human Resource
Division

The Candidates The Candidates The Candidates

personal file
Personal file
Personal file
Project file

(2)

Project file

Project file

Dean of the
Institute of
Graduate
Studies

Dean of the
Institute of
Graduate
Studies

The Candidates
Personal file
Project file

The offer letter for the candidate should contain the following
information:
(a)(i) The name of the post offered
(ii)

Status of the appointment of the post

(iii)

Duration of the appointment

(iv)

The offered salary/allowance

(v)

Name of the project (if applicable)

10.3

(vi)

Related Information concerning the Immigration Department of

Malaysia (For Non-Malaysian Candidate)

(b)

Information regarding the research data that the candidate

obtained throughout his/her service period and all related
research data should be surrendered to the respective Head of
Research Project/PI/Head of PTj before the candidate
terminates his/her services.

Announcement of Reporting
The Head of Research Project should inform in writing, the commencement
date of the candidate, to the Director (Center of Research Grant Management),
IPPP to enable the payment of salary to the candidate.

11. KPI monitoring

11.1
The Head of Research Project/PI/ Head of PTj shall monitor the KPI of the
candidate as stated in Para 9. A completed assessment form should be
submitted to the PPGP for record purposes and any further action (if required)
at least one month before the candidate ends his/her research duration.
11.2

The Head of Research Project/PI/ Head of PTj should report any disciplinary
problem or absenteeism of the candidate to the PPGP.

12. Termination of Appointment

12.1
A TWO (2) weeks advance notice in writing is required for termination of
service and can be made by the candidate or the University of Malaya.
12.2

Upon termination of appointment, the candidate should surrender the

following documents:
(1)
Campus card to the Security Director, Security Office of University of
Malaya.
(2)

All related experimental data obtained from his/her research work

throughout his/her service period to the respective Head of Research
Project/PI/Head of PTj before the candidate terminates his/her services.

12.3

A letter to prove the settlement of income tax from the Inland Revenue Board
of Malaysia is required for Non-Malaysian candidate in order to claim his/her
last salary/allowance.

12.4

It is the responsibility of the Head of Research Project/PI/ Head of PTj to

report to the Director (Center of Research Grant Management, IPPP) of the
absenteeism of the candidate to enable appropriate action to be taken against
the candidate.

13. Others
13.1

Immigration
It is the responsibility of the candidate or the Head of Research Project to
obtain the Visiting Pas (from the Immigration Department of Malaysia. The
candidate is responsible for all the application fees and any other expenses
which may incur. The appointment of a foreign candidate is not encouraged
unless the field of expertise is unavailable locally.

13.2

Issuing of Campus Card

A letter will be sent by the Director (Center of Research Grant Management),
IPPP to the Center of IT for issuance of the campus card.

13.3

Other requirement
The applicant must NOT be holding a UM scholarship or any other
scholarships at the time of appointment.