Service Division
- To provide support services to the Public Services Commission in compliance with the duties and responsibilities in regards to service related processes for the civil servants under its jurisdiction based on the public service regulations in utmost fairness, equitable and in accordance with the standard provisioned.
- We are committed to execute our services in efficient, fairness and quality, to process all the service declaration and to convey the endorsement and/or approval from the Public Services Commission according to the charter as per below:
- Confirmation of Employment - 4 weeks
- Determination of Initial Salary - 6 weeks
- Extension of Probationary Period - 6 weeks
- Confirmation of service- 6 weeks
- Conferment of pensionable status - 6 weeks
- Transfer of Service - 6 weeks
- Return to Previous Service Scheme - 16 weeks
- Termination of Employment - 16 weeks
- Service Division is responsible in providing eight (8) core processes to all related government agencies within its jurisdiction;
- Confirmation of Appointment;
- Determination of Initial Salary;
- Extension of Probationary Period;
- Confirmation of Service;
- Conferment of Pensionable Status;
- Transfer of Service;
- Return to Previous Service Scheme; and
- Termination of Employment.
- Duly processed with the jurisdiction provisioned under 144(1) Malaysia Federal Constitution and 19, 20 and 21, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
- Required documents are as per below:
- Agreement of Employment Letter (PSC 6A Form);
- Letter of Oath (SPA 6B Form);
- Approved Medical Examination Form;
- Statement of Changes (Kew.8) ;
- Certificate of Security Vetting (for related scheme);
- Letter of Undertaking;
- Copy of certified certificate/diploma/degree (only for candidates that do not provide their certificate during the interview process); and
- Other related documents whenever required and stated in the Offer Letter.
- To be applied by an officer that has relevant experiences in public or private sector in accordance to Regulation 23(2), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
- Ex military/police officers are eligible for a salary upgrade in accordance to Service Circular No. 4/1979 or Service Circular No. 7/2001 (whichever related).
- Application for confirmed officer and currently in public sector shall be processed in accordance to Regulation 23(5), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
- Required documents are as per below:
For relevant experiences from the public sector:-- Letter of application through the Head of Agency;
- Endorsement from the Head of Agency in recognizing the relevance of previous experiences to current post job scope
- List of previous job scope certified by the Head of Agency;
- List of current job scope certified by the Head of Agency; and
- A copy of applicant's complete and updated service record.
(Documents (iii) and (iv) are not applicable for officer of temporary and contract basis that are appointed permanently to the same post)
For relevant experiences from the private sector:-
- Letter of application through the Head of Agency;
- Letter of confirmation from the previous employer (private sector) in regards to post held, job scope, responsibilities and term of service rendered;
- List of current job scope certified by the Head of Agency;
- Endorsement from the Head of Agency in recognizing the relevance of experiences in private sector to current post job scope;
- Copy of certified degree/diploma certificates; and
- A copy of applicant's complete and updated service record.
*Application for Determination of initial salary for relevant experience in the private sector can be applied within one to three years dated from reporting of duty
- This process is conducted under the provision of Regulation 28(1), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
- Extension of probation period can be taken for officer who failed to comply with the service confirmation requirements during the initial probation period.
- Required documents are as per below:
- Endorsement from the Head of Agency through the fourth schedule (Certification Form for Extension of Probation Period);
- Copy of employee's complete and updated service record; and
- Explanation letter from the officer in regards to its failure to comply with the requirements for confirmation.
- This process is conducted under the provision of Regulation 27, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
- Permanent public civil servants are obligated to comply with the service requirements in order to be confirmed in service.
- Required documents are as per below:
- Endorsement from the Head of Agency through the third schedule (Certification Form for Confirmation in Service);
- Proof of compliance to the service requirements including result of mandatory examinations and/or other mandatory requirements as stated in the service scheme;
- Copy of employee's complete and updated service record;
- Original Pension/KWSP option form; and
- Disciplinary charge letter, Disciplinary Board decision letter or a special testimonial from a General Director or Deputy General Director in the case of disciplinary breach by officers under probationary period.
- Provident Fund Scheme (EPF) and has rendered their services not less than three years is eligible to be conferred with pensionable status in accordance to Act 227, Pensions Act 1980 and Regulation 36, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
- Required documents are as per below:
- Endorsement of Conferment of Pensionable Status;
- Approved Fifth Schedule (Option Form) for EPF Scheme in accordance to subsection 6A(1) of the Pensions Act 1980 (Regulation 35) P.U.(A) 176;
- Copy of employee's complete and updated service record.
- This process is conducted in accordance to Public Service Commission Circular Letter No. 1/2005, Service Circular No. 17/2002 or Service Circular No. 12/2008. Only officer who have obtained their confirmation and has fulfilled the criteria and conditions as per required in the transfer of service will be considered.
- Transfer of Post and Services under own accord;
- Temporary transfer (within Public Services Commission's authority);
- Temporary transfer (authority other than Public Services Commission's);
- Permanent Transfer;
- Transfer of Post and Scheme by option; and
- Approval of release for transfer.
- Transfer of Service under Own Request
This process is to allow an officer to be transferred to another government agency under the jurisdiction of another appointment agency other than the Public Services Commission. The transfer process is only to within the same scheme and grade of the current post held, and approvals are subjected to the Public Services Commission's consent.
The process is conducted in accordance to Public Service Commission Circular Letter No. 1/2005
Required documents for process are as per below:
- Application letter from the officer;
- Letter of approval from original Head of Agency/Head of Service;
- Letter of approval from original Appointing Authority;
- Letter of acceptance and confirmation of vacant post from the new Head of Agency/Head of Service;
- Copy of employee's complete and updated service record; and
- Performance Appraisal Report.
- Temporary Transfer (within Public Services Commission's authority)
The appointment of an officer to another scheme of service for a specified term of period within the Public Services Commission's jurisdiction while maintaining his/her current services.
- Temporary Transfer (authority other than Public Services Commission)
The appointment of an officer to another scheme of service for a specified term of period to the departments under different appointment agencies other than the Public Services Commission while maintaining the officer’s current services.
- Permanent Transfer
This process allows permanent appointment to the scheme of services that was previously approved as temporary transfer. The process discontinues the service of the previous post held by the officer except for pension purposes and benefits that are otherwise stated in the conditions.
Required documents are as per below:
- Endorsement letter from the Head of Agency;
- Letter of acceptance from borrowed agency;
- Letter of acceptance from the officer;
- Letter of Release from Head of Agency/Head of Service;
- Post warrant (new post);
- Letter of approval from Appointing Authority;
- Copy of employee's complete and updated service record;
- Performance Appraisal Report; and
- Transfer term and conditions.
- Transfer of Post and Scheme by Option
The process is to allow the transfer of serving officers from their current scheme to the same scheme or different scheme under the same or different agency in the event of government decisions that affected the related scheme.
Required documents are as per below:
- Endorsement letter from the Agency;
- Letter of Release from Head of Agency/Head of Service;
- Letter of release from Appointing Authority;
- Post warrant (new post);
- Copy of employee's complete and updated service record;
- Performance Appraisal Report; and
- Transfer term and conditions.
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The process is conducted in accordance to Regulation 11, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Required documents are as per below:- Copy of employee's complete and updated service record;
- Endorsement from the Head of Agency that the failure of confirmation of the officers service is not because of discipline matters;
- There is vacancy and warrant for that post to reverse to the previous scheme;
- Approval of acceptance from the Head of Service to accept the officer to reverse to the previous scheme of service; and
- Acceptance of the officer.
- An officer can be terminated from service under Regulations 46 and 47(1), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005 if he has:-
- Concealed any information regarding his health condition in medical examination form;
- Made false declaration in the statutory declaration;
- Do not comply with the declaration made in the Letter of Undertaking;
- Falsified any document relating to his appointment;
- Failed in security vetting;
- Failed to get the Endorsement from the Head of Agency; and
- Failed in examination.
- Concealed any information regarding his health condition in medical examination form;
- Endorsement for termination of service from the Head of Agency;
- Medical examination form with report from the medical practitioner;
- Other documents as a proof that the officer disclose the actual health information;
- Copy of employee's complete and updated service record; and
- Copy of Offer Letter.
- Made false declaration in the statutory declaration;
- Endorsement for termination of service from the Head of Agency;
- Letter of Oath;
- Other documents as a proof that the officer made false declaration;
- Copy of employee's complete and updated service record; and
- Copy of Offer Letter.
- Do not comply with the declaration made in the Letter of Undertaking;
- Endorsement for termination of service from the Head of Agency;
- Declaration of refusal to comply with the Letter of Undertaking; and
- Copy of employee's complete and updated service record;
- Falsified any document relating to his appointment;
- Endorsement for termination of service from the Head of Agency;
- Other documents as a proof the officer falsified any document relating his appointment;
- Police report;
- Copy of employee's complete and updated service record; and
- Copy of Offer Letter.
- Failure in security vetting;
- Endorsement for termination of service from the Head of Agency;
- Reasons of failed in the security vetting;
- Copy of employee's complete and updated service record; and
- ;Copy of Offer Letter.
- Failed to get the Endorsement from the Head of Agency; and
- Endorsement from the Head of Agency in not supporting the officer to be confirmed in the service (after the completion of initial probation period or extended);
- Reasons and proofs by the Head of Agency in not supporting the officer to be confirmed in the service in accordance with Regulations 27, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005
- Marks for annual performance appraisal for 3 consecutive years and are not contradictory as mentioned in clause (iii);
- Copy of employee's complete and updated service record; and
- Copy of Offer Letter.
- Failed in examination
- Endorsement for termination of service from the Head of Agency;
- Details and result of the examination;
- Copy of employee's complete and updated service record; and
- Copy of Offer Letter.